External User Manager allows you to easily implement Onboarding Procedures that give you the maximum amount of information about Guests and the people inviting them into the organization.
Once a Guest Request has been submitted, the Admin needs to approve it. Once it's approved, the Guest in question receives an Onboarding Email and is prompted to go through the Onboarding Procedure that you've set up.
The Onboarding Portal itself can be customized in a variety of ways, allowing you to:
Let guests fill out Metafields that can help you extract useful information regarding the Guest, in Text, Date, Dropdown, and Checkbox formats.
Display important documents (e.g., an NDA) in PDF/HTML format and get the Guest to sign them before proceeding.
Prompt Guests to watch a YouTube video before proceeding to the Space.
Let's create a simple, straightforward Onboarding Procedure together to get a better grasp on how these concepts apply to real-world scenarios.
💡 Make sure to read our articles on Metafields and Adding Onboarding Media to get the most out of Onboarding Procedures.
⚙️ General Settings
There are several customization options for onboarding beyond Metafields and Media, where you can configure more nuanced aspects of the entire process.
Navigate to Settings > General settings and click on the Enable custom onboarding process toggle to get started.
You'll be prompted to choose between External User Manager Mailing or an Exchange Account.
External User Manager Mailing (recommended) - The system will send out emails through our third-party partner (SendGrid). In rare cases, these emails might end up in the spam folder of your inbox, in which case, you might consider switching to an Exchange account.
Exchange Account - The system will send out emails through the email attached to the User that you select (helpful for maximizing privacy).
💡 If you decide to use an Exchange Account for mailing, make sure that it's Cloud Only (Not OnPrem Synced) since this account type is best suited for interactions with the Graph API.
Here's a quick breakdown of the available Customization Options.
Settings in order of appearance:
Your company name - Allows you to specify a company name that will be used for branding throughout the onboarding process.
Your company logo - Allows you to upload a company logo that will be used for branding throughout the onboarding process.
Enable into screen - Allows you to enable/disable the default onboarding intro screen.
Enable auto reject onboarding if external user does not complete the onboarding process - This setting allows you to up the stakes when it comes to onboarding procedures. If a guest fails to perform them within a certain span of time, the onboarding offer will be revoked.
Reject onboarding X days before - Allows you to specify the number of days that will pass prior to the onboarding offer being revoked.
Enable auto reject onboarding reminder - Enabling this toggle will remind the guest about the fact that their onboarding offer is about to be revoked.
Remind onboarding X days before - The number of days before the revocation date that prompts the reminder to be sent out.
Enable auto delete of external users after x days if not onboarding - Allows you to automatically delete guests who haven't completed the onboarding renewal process.
Remove external user after X days with not renewed onboarding - Allows you to specify the number of days after which the user that has failed to complete onboarding gets deleted.
📝 Guest Requests
Now that we've configured the Onboarding Process to our liking, it's time to actually let users invite Guests.
Here's how invites work:
Navigate to the Requests tab in External User Manager.
Click on Add a request.
Enter the desired guest's email address and click Next.
Fill out any Metafields that you're presented with and click Next when they're completed.
Decide whether you want to invite the guest into a specific Team or into the Organization in general. Specify the Teams/Groups that you're inviting them into if you went with the first option, and click on Next.
Leave a comment if you feel it's necessary and click on Create to finalize your request.
👤 Guest Perspective
Once the Admin approves the Guest request, the Guest in question receives an onboarding email informing them of the Team/Group that they're being invited into.
Here's how the process looks from their perspective:
Start by entering the 6-digit Verification Code you've received by email.
Click on CONTINUE.
Fill out any Metafields that might be presented to you.
View any Media and click the checkbox to verify that you agree to its terms.
Sign the documents and click Sign.
Click Go To Team to navigate to the Team you've been invited to.
🌐 Organization Onboarding
Once the Organization has been approved by the Admin, the Responsible person within the Organization will receive an email with a link to the Onboarding Portal. All Onboarding Procedures are exactly the same for Organizations.
🎖️ Final Results
Once the Guest goes through your Onboarding Procedures, you (as an Admin) will be able to find them under the Approved / denied section of the Requests tab.
Clicking on their profile will reveal a variety of additional information and allow you to download the Full User Report, view any filled Metafields, and view/download any Media that was signed by the Guest.
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected]