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Onboarding Plan

New user onboarding process for {ORG_NAME} Google Workspace

Timeline

  • Day 0: Account created, credentials provided
  • Day 1: Welcome email, documentation sent
  • Day 2: Training session
  • Day 3: Full access granted, support begins
  • Week 1: Check-in with new user
  • Week 2: Feedback collection

Day 0: Account Creation

Admin Steps

  1. Create user account in Google Workspace 

    gam create user newuser@{DOMAIN} firstname NewUser lastname Name password TempPassword123!

  2. Add to required groups 

    gam update group allstaff@{DOMAIN} add member newuser@{DOMAIN}
gam update group department-specific@{DOMAIN} add member newuser@{DOMAIN}

  3. Grant Shared Drive access

  4. Add to appropriate security groups
  5. Verify drive access

Send to New User

Email template: templates/onboarding-welcome.html

Include: - Email address: newuser@{DOMAIN} - Temporary password - Link to Quick Start guide - Link to training schedule - Support contact information

Day 1: Preparation

New User Steps

  1. Log in for first time
  2. Go to mail.google.com
  3. Enter email and temporary password

  4. Set permanent password

  5. Complete profile

  6. Go to myaccount.google.com
  7. Add profile picture
  8. Add recovery email

  9. Add recovery phone

  10. Enable 2FA

  11. Go to Security settings
  12. Set up two-factor authentication

  13. Save backup codes

  14. Explore Workspace

  15. Check Gmail
  16. Access Google Drive
  17. Check calendar
  18. Try creating a document

Admin Steps

  • Monitor account creation
  • Verify access to shared drives
  • Prepare training materials
  • Set up first-day support

Day 2: Training

Training Session (2 hours)

Agenda: 1. Welcome & Overview (15 min) - {ORG_NAME} Google Workspace overview - Why we use Google Workspace - Key benefits

  1. Gmail & Email (30 min)
  2. Sending and receiving email
  3. Email groups
  4. Email settings and forwarding

  5. Managing inbox

  6. Google Drive & Shared Drives (30 min)

  7. Personal Drive organization
  8. Accessing Shared Drives
  9. File permissions

  10. Sharing documents

  11. Calendar & Collaboration (15 min)

  12. Sharing calendar
  13. Scheduling meetings

  14. Collaborating on documents

  15. Security & Compliance (15 min)

  16. Password security
  17. 2FA importance
  18. Phishing awareness

  19. Data security

  20. Questions & Support (15 min)

  21. Q&A session
  22. Support contact info
  23. How to get help

Training Materials

Provide: - Quick Start guide: QUICK_START.md - User Management reference - Security guidelines - Support contact card

Training Formats

  • In-person: Video call or in-office training
  • Self-paced: Video tutorials and documentation
  • Hybrid: Combination of both

Day 3: Full Access

New User Steps

  1. Verify all access
  2. Can access personal Drive
  3. Can access all required Shared Drives
  4. Can join groups

  5. Can access calendar

  6. Get familiar with tools

  7. Create test document
  8. Send practice email
  9. Join groups

  10. Set up calendar

  11. Report any issues

  12. Email {SUPPORT_EMAIL}
  13. Call {ADMIN_PHONE}
  14. Document problems

Admin Steps

  1. Update shared drive permissions if needed
  2. Add to additional groups if required
  3. Enable full account features
  4. Set up support ticket if any issues

Week 1: Check-in

Admin Check-in (Day 5-7)

Email new user: - Are you getting email? - Can you access files? - Any questions or issues? - Rate your onboarding experience

Email template: templates/onboarding-checkin.html

Week 2: Feedback

Collect Feedback

Send survey: - Was training helpful? - Any confusion about tools? - Suggestions for improvement? - Rate overall experience (1-10)

Use feedback to improve onboarding for future users.

Common New User Questions

Q: Where do I find my emails?

A: Go to mail.google.com and log in with your {ORG_NAME} email.

Q: How do I access shared files?

A: Go to drive.google.com → "Shared drives" → Find your team's drive.

Q: How do I enable 2FA?

A: See QUICK_START.md - Step 2.

Q: How do I change my password?

A: Go to myaccount.google.com → Password.

Q: Who do I contact for help?

A: Email {SUPPORT_EMAIL} or call {ADMIN_PHONE}.

Onboarding Checklist

Use this checklist for each new user:

Before Day 0: - [ ] Schedule training - [ ] Prepare onboarding materials - [ ] Notify manager

Day 0: - [ ] Create user account - [ ] Add to groups - [ ] Grant Shared Drive access - [ ] Send welcome email

Day 1: - [ ] Verify user can log in - [ ] Verify 2FA setup - [ ] Check profile complete - [ ] Provide documentation

Day 2: - [ ] Conduct training session - [ ] Answer questions - [ ] Provide support resources

Day 3: - [ ] Verify full access - [ ] Enable all features - [ ] Provide support contact info

Week 1: - [ ] Check-in email sent - [ ] Response received - [ ] Issues resolved if any

Week 2: - [ ] Feedback survey sent - [ ] Feedback reviewed - [ ] Notes for future onboarding

Support Resources

For New Users: - Quick Start Guide - Troubleshooting - FAQ

For Trainers: - User Management - Security Settings - Training Materials

Manager Responsibilities

Send to each new user's manager:

  1. Before Day 0
  2. Confirm new employee start date
  3. Verify department/team assignment

  4. Identify shared drive access needs

  5. Day 1

  6. Welcome new team member
  7. Overview of team/department

  8. Introduce to colleagues

  9. Week 1

  10. Check that they're getting settled
  11. Answer work-specific questions
  12. Provide training context

Success Metrics

Track onboarding success:

Metric Target How to Measure
Accounts created on time 100% Audit creation date
Training attendance 100% Track attendance
User satisfaction 80%+ Survey after 2 weeks
Support time <2 hours Track response times
Retention (3 months) 95%+ Check active users

Continuous Improvement

Every month: 1. Review onboarding feedback 2. Update training materials if needed 3. Address common issues 4. Celebrate successful onboardings

Onboarding Coordinator: {ADMIN_NAME}
Support: {SUPPORT_EMAIL}
Questions? Contact {ADMIN_EMAIL}