Best Practices

  • 5 min read

Top 4 Ways to Improve User Onboarding Process

Rohit Rao

12th September, 2023

SHARE ON:

As an IT manager, do you see your IT team grappling with the challenges of providing seamless access to employees during onboarding? If delays and complications have become all too familiar, it's time to address this critical issue head-on. 

Let’s explore the intricacies of optimizing onboarding to provide seamless app access.

An optimized onboarding process creates a positive first impression and sets the stage for long-term success. It equips new employees with the necessary knowledge, tools, and resources to adapt quickly, minimizing the learning curve and boosting productivity. 

Additionally, an engaging onboarding experience cultivates excitement, commitment, and loyalty. It drives individual performance, fosters a sense of belonging, and attracts top talent. Investing in an effective onboarding process positions your organization as a talent acquisition and retention leader in today's competitive digital era, leading to long-term employee engagement and business success. Let's explore the top ways to elevate your user onboarding experience to new heights of excellence.

Top Ways to Improve User Onboarding Process

By implementing the following ways, you can optimize the user onboarding process, enhance efficiency, and reduce administrative overhead.

1. Streamlining & automating the user provisioning process

As an IT manager, you understand the challenges of managing user permissions and provisioning in your organization. The time-consuming manual tasks, complex permission structures, and constant adjustments can drain your team's productivity and hinder innovation. That's where automation steps in to revolutionize the way you manage user provisioning.

By implementing an automated user provisioning system, you can eliminate the headaches associated with manual processes. Say goodbye to the days of individually granting or revoking permissions and welcome a streamlined approach that empowers your team to focus on strategic initiatives.

With automation, onboarding new employees becomes a breeze. Instead of manually configuring access rights for each individual, the system takes care of it in real-time. When new employees join your organization, their permissions are automatically set up based on predefined rules and policies. This not only saves time but also ensures consistency across your user base.

Zluri is the ultimate solution to streamline and automate your user provisioning process. With its exceptional features, it stands out from the rest. 

Here's how Zluri helps transform your onboarding experience:

With Zluri's user lifecycle management platform, you can streamline and automate the onboarding process, eliminating incompetent manual tasks. By automating approvals and access provisioning, you'll witness a remarkable improvement in productivity and efficient results.

But how does Zluri make it all possible? Through its intelligent automation capabilities. Zluri takes care of the entire provisioning process, ensuring the right access is granted to authorized employees and minimizing the risk of errors and security breaches.

Ready to streamline your onboarding process? Follow these simple steps to create an onboarding workflow with Zluri:

1. Access Zluri's main interface and navigate to the Workflows module. Select the "Onboarding" option.

   

   

2. Click "New Workflow" and choose the user you want to create the workflow.

   

   

3. From the left side, select the required apps for the user and define the desired actions for each application.

   

   

 4. To customize the actions, click on "Edit Action" and enter the necessary details. You can also schedule the action to run on the onboarding day. Once you're done, click on "Add Task."

5. To save your workflow for future use, click on "Save as Playbook." A dialog box will prompt you to provide a name for the playbook. Once saved, you can easily access and reuse it for subsequent onboarding processes.

Simplify and standardize your onboarding procedures with Zluri's intuitive workflow creation. Save time, ensure consistency, and provide a seamless experience for new hires.

2. Customizing & optimizing the onboarding workflow 

Customizing and optimizing the onboarding workflow is important as it improves productivity, provides a tailored user experience, reduces the learning curve, enhances collaboration, and saves time and costs. Allocating resources to an onboarding process establishes a solid foundation for success by empowering employees with the tools and resources they need to excel in their roles from the beginning.

Zluri understands the complexity of assigning applications in a business environment. One common mistake that IT managers often encounter is overlooking each user's individual needs and responsibilities. This oversight can lead to a loss of productivity and effectiveness. However, with Zluri, you can avoid this pitfall and take your user management to the next level.

Zluri offers a contextual app recommendations feature, which addresses the challenge of assigning applications based on user roles and responsibilities. Leveraging its advanced analytics capabilities, Zluri analyzes the employee's department and role to intelligently suggest relevant applications during the onboarding or mid-lifecycle change workflows.

By utilizing Zluri's contextual app recommendations, you can ensure that users can access the tools specifically tailored to their needs right from the start. This eliminates the guesswork and ensures that users have the applications required to excel in their respective roles. With Zluri, your IT team can effectively allocate the appropriate resources to each individual, empowering them to be productive and efficient.

Zluri goes the extra mile by offering in-app suggestions that enhance collaboration and streamline workflows. IT admins can now effortlessly add employees to relevant channels, groups, or projects within popular communication and collaboration tools like Slack or Trello.

By automating these crucial actions, Zluri eliminates the risk of overlooking important communication channels or project assignments during onboarding or mid-lifecycle changes. With Zluri's intelligent recommendations, your team members can hit the ground running and seamlessly integrate into the collaborative workflows that drive success.

Imagine the possibilities: new hires instantly join the appropriate Slack channels where teams share ideas, updates, and celebrate wins. No more missed conversations or feeling out of the loop. With Zluri, employees are seamlessly connected, empowered, and ready to contribute to your organization's growth from day one.

3. Implementing role-based access control (RBAC)

Efficiently managing user access to your organization's IT systems is crucial, but it can be complex and time-consuming. Enter role-based access control (RBAC), a game-changer for user onboarding and access management.

Zluri's robust RBAC feature simplifies access management by granting users access based on their roles and responsibilities. Your IT admin can define specific access levels for different job roles, departments, or projects, ensuring users can access only what they need. This prevents unauthorized access and reduces the risk of data breaches, bolstering your organization's security.

Zluri's RBAC feature goes beyond the basics, providing you with a highly customizable solution to create and manage user roles and permissions effortlessly. Your IT team can assign multiple roles to a user, and each role can have its own set of permissions. This flexibility allows you to tailor access rights precisely to meet the requirements of individual users and their responsibilities. 

Whether you have complex hierarchies or unique access requirements, Zluri's RBAC feature ensures that users have the appropriate access privileges for their specific tasks.

Moreover, Zluri's RBAC feature empowers you with the ability to track user activity and monitor access to your IT systems and applications. By having visibility into user actions, your team can swiftly identify any suspicious or unusual behavior, enabling proactive measures to prevent security breaches and data leaks. 

This real-time monitoring capability strengthens your organization's overall security posture, giving you the peace of mind that your critical systems and data are well-protected.

4. Ensuring compliance & security

Ensuring compliance and security during onboarding is essential for data protection, regulatory compliance, risk mitigation, a smooth onboarding experience, and building trust. You can create a secure and trustworthy environment for your users by implementing effective compliance and security measures.

Security-focused onboarding is paramount to protect sensitive data and minimize risks. Zluri helps your IT teams identify potential security risks by assigning risk and threat levels to SaaS apps during onboarding. By flagging restricted apps with higher threat levels, Zluri ensures that employees are granted access only to secure applications. 

It alerts users against utilizing these critical applications due to their potential impact on data confidentiality and susceptibility to cyber-attacks.

This proactive approach significantly reduces the risk of data breaches or unauthorized access during onboarding, safeguarding your organization's valuable information.

Maintaining compliance with industry regulations is important and a legal requirement. Zluri checks SaaS apps for compliance with ISO, SOC 2, HIPAA, GDPR, and CCPA regulations. By ensuring that connected SaaS apps meet these compliance requirements, Zluri helps you onboard new employees while maintaining data privacy and meeting industry-specific regulations. 

This compliance adherence instills confidence in new employees and the organization, ensuring a smooth and compliant onboarding process.

Zluri goes beyond merely facilitating compliance and security; it provides comprehensive reporting and assigns a security grade score to evaluate the overall security posture of your organization. 

Zluri offers insights into the compliance status of SaaS apps and highlights any areas that may require attention. Leveraging this information, you can identify and address security gaps, ensuring a more secure onboarding experience for new employees.

Unlock the full potential of your user onboarding processes with the extraordinary power of Zluri. Say goodbye to manual inefficiencies and hello to streamlined, automated operations that propel your organization forward. Schedule a demo today and witness firsthand how this cutting-edge solution can revolutionize your IT landscape effortlessly.

About the author

Rohit Rao

Rohit works in the Community and Marketing Team of Zluri and is a strong advocate of community led growth.