🙋‍♀️ Onboarding Process

When a new employee joins your company, a few simple steps will ensure their accounts, devices, and access are ready to go before their first day.

The onboarding process consists of the following steps:

• Step 1: Add the new joiner to your system
• Step 2: Complete the onboarding form
• Step 3 (optional): Confirm device and peripheral orders
• Step 4: Account creation & welcome emails
• Step 5 (optional): Device registration reminders

1️⃣ Add the New Joiner

Before onboarding can begin, the employee must exist in deeploi. How this happens depends on whether you use an HRIS integration (e.g. Personio, HiBob).

✅ If you use an HRIS:

• Add the new employee to your HR system (see this video for more details).
• The employee will be automatically synced to deeploi.
• If the employee does not appear promptly, trigger a manual synchronization between your HRIS and deeploi using this button on the deeploi platform:

❌ If you do not use an HRIS:

• Add the employee manually in deeploi platform:
  • Go to “Employees”
  • Click “Add employee” in the upper right corner
  • You can find a more detailed description here.
• This creates the employee profile required for onboarding.

2️⃣ Fill out Onboarding Form

The onboarding will automatically appear in the deeploi platform. You can find all open onboardings under Employees → Onboardings, and you’ll also receive weekly reminders about upcoming onboardings.

Once you open the onboarding, please complete the form with the requested details (such as the start date, preferred business email address, and the appropriate bundle/access setup). You can find a more detailed description here.

⚠️ Attention:

• Account preparation only starts after the form is submitted.
• Please submit the onboarding form at least 4 days before the employee's start date. Otherwise we will not be able to set up the accounts and apps in time.

3️⃣ Confirm Device / Peripheral Order (optional)

If you selected any devices or peripherals in the onboarding form, deeploi will coordinate the order for you and reach out whenever we need input from your side. In most cases, you will receive a checkout or confirmation link via emailwhich needs to be completed on time—otherwise we can’t move forward with ordering and preparation.

🚨 Please note:

• Delivery times can take up to 2 weeks for catalog-devices.
• For customized or non-catalog devices, delivery usually takes longer.

4️⃣ Account Creation & Welcome Mails

Part of the onboarding is the creation of the email and software accounts, as well as welcome emails to the new joiner that include their temporary password. Below you can find the default timelines for these steps:

• Email account creation: 14 days before the start date
• Software account preparation: 4 days before the start date
• Welcome email sent: 4 days before the start date

💡 Info: If you want to adjust these timings, contact hello@deeploi.io.

5️⃣ Device Registration Reminder (optional)

If a device was selected or purchased in the onboarding form, deeploi will automatically remind the employee to register their work device. This registration is required so the device can be managed securely (e.g., encryption, policies, required software). If the employee does not register the device after a certain time, we will inform you so you can follow up. You can find more information here.