Onboard a new colleague

An admin brings a new hire into the organisation, puts them in the right groups and makes sure they can recover their own account.

The situation. Someone starts on Monday. By the end of their first morning they should see the team's files and chat, and be able to get back in if their laptop dies.

What you will use. Organisation membership, groups, and the new colleague's own account setup.

Before they start #

Ask them to create their Databeamer account and complete setup, including the recovery phrase. Point them to Create your account. You cannot do this for them: their keys are generated on their device and never leave it.
If your organisation uses single sign-on, they sign in through your identity provider and appear under Settings › Members › Pending SSO members until you choose Approve.

1. Add them to the organisation #

Open the organisation's Settings › Members and choose Add member. Search for them by name or email; they must have finished account setup to appear. Give them the Member role unless they will manage members, in which case Admin.

2. Add them to their groups #

For each group they need, open the group's Settings › Members and choose Add member. On joining, they can immediately read everything in that group: Drive, chat, transfers and requests. Pick Reader for groups they only need to follow.

3. Point them at the basics #

Send them a direct message with links to Find your way around and the groups you added them to. Ask them to add a second device straight away, following Set up a second device, so a lost laptop is an inconvenience and not a crisis.

What the new colleague sees #

The organisation under Settings › Organizations, the groups in their groups rail, and the full contents of each group's Drive and chat. The group's Activity shows them joining.

Checklist #

Account created and recovery phrase saved.
Organisation member with the right role.
Member of every group they need, nothing more.
Second device added.