External User Manager greatly expands your Guest Management capabilities, allowing you to easily implement Onboarding Procedures, Naming Conventions, Access Reviews, and much more.

Here's a quick breakdown of the entire process:

Let's explore different perspectives of this process to understand how it looks for the Requester, Approver, and the Guest.

When an average employee decides to add an external collaborator to their Space, they'll need to submit a Request for it.

Then, the Approver decides whether or not to Approve the request based on the information provided by the Requester.

Once the Guest Request is approved, the Guest in question receives an Onboarding Email informing them of the Team/Group that they've been invited to.

The Email will direct them to the Onboarding Portal that can be fully customized by the External User Manager Admin.

Depending on the Onboarding Setup, they might have to provide additional information, view and sign documents, or watch a video before they can proceed to the Space.

As already mentioned, External User Manager gives you different Guest Oversight Components to manage external users. These components vary in terms of their purpose and include different fillable fields, documents & videos, naming rules, etc.

Let's go through the most crucial settings and components together to help you gauge your future tenant setup.
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Metafields allow you to add Text fields, Checkboxes, Calendar fields, and Dropdowns to request and onboarding flows.

As a result, you're able to extract lots of useful information from both Requesters and Guests.

For instance, you could create a Request Reason textbox for more clarity about the invitation, or you could add a Role dropdown for guests to specify what they'll be doing.

Overall, Metafieds are a great way to customize your request and onboarding process while retrieving more information from users.

Media allows you to attach a variety of interactive elements to your Onboarding Process. Anything from PDF files, to HTML pages, and Videos can be attached to the Onboarding Portal to get legal consent or to catch guests up with company policies.

You can even make guests confirm the fact that they viewed your Media in its entirety with a Checkbox, or get them to leave a Signature.

Overall, Media helps you provide and receive more information during the guest Onboarding Process, while also gathering document signatures for your NDA or other contracts.

The Onboarding Portal allows you to take guests through a curated signup process, which can be customized with Metafields, Media, Signature Requirements, and more.

When the guest logs onto the Onboarding Portal, they'll have to complete all steps you've specified to actually become a member of a given Space.

For instance, you could add a Starting Questionnaire with Metafields and add any Contracts you want them to sign after. You could even include Video Tutorials to make sure that the guest is ready for the tasks they'll receive.

Overall, the Onboarding Portal is a great way to introduce guests to your organization without the hassle of manually giving and receiving information.

Naming Conventions allow you to automatically add Prefixes and Suffixes to Guest Names. You can even add the information they specify via Metafields directly to their names.

Whenever a new external user is approved and added to your organization, their name will automatically fall under the naming scheme you've set up.

For instance, you could add an "Ext_" Prefix to all guests to designate the fact that they're an external user, or you could tie a Company Name Metafield to your Naming Convention as a Suffix to easily understand what company everyone's from.

Overall, Naming Conventions are a fantastic way to ensure that all guests can be easily found and assessed as needed.

Access Reviews allow you to easily reassess whether or not a given guest still needs access to your organization.

Instituting an Access Review process will prompt you to regrant access to guests after a certain amount of time, helping you avoid data security risks and keeping your tenant nice and tidy.

You can configure these Reviews in a variety of ways, including custom reassessment timeframes, reminders, reminder frequency, and more.

Overall, regular Access Reviews serve as a great way to increase informational security and order within your organization.

The Unmanaged Bot allows you to easily convert any guests that are added outside of External User Manager into regular guests that have to go through your Onboarding Procedures, fall under your Naming Conventions, etc.

When the Bot finds unmanaged guests, you'll have the option to resubmit them through the app so your governance rules can be applied to them.

You can explore a variety of settings that allow you to configure the Bot to your unique needs, including Skip Onboarding, Auto Approve, and others.

Overall, the Unmanaged Bot is a great tool if you have existing guests when you're installing External User Manager or simply need to rectify employee mistakes.

The Overview Dashboard acts as a convenient spot for Admins to manage all of their external users, the Spaces they're in, and other relevant information.

The Dashboard gives you a birds-eye view of your organization and allows you to streamline its efficiency when it comes to guest management.

You can choose the exact time frame that you're trying to analyze and track patterns with a convenient charting tool.

Overall, the Overview Dashboard is great for staying on top of organizational trends and patterns and allows you to get a more holistic perspective on your managerial performance.

Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected].