The onboarding process is a key component of user management within an organization. It ensures that new employees are efficiently integrated into the system and provided with the necessary access rights and resources. Particular emphasis is placed on the security and integrity of data to ensure data protection and maintain smooth workflows.

This process ensures that sensitive information, such as first and last name, can only be changed with the user’s consent to safeguard data protection. If a user already has a bookingtime account, additional data such as phone numbers or profile pictures can be automatically retrieved from that account, making the process more efficient. Take a look at our "Dependencies of inheritance settings" article for more information.

1. Creation of a new employee:
   • The new employee is added to the organization.
   • Basic information is entered:
     • Title
     • First and last name
     • Email address
2. Checking for an existing user:
   • Case 1: The user does not exist:
     • A new user is created.
     • The user receives an email with a registration link.
     • The user reviews the entered data and updates it if necessary.
     • The user sets a password.
   • Case 2: The user already exists:
     • The user receives an invitation via email.
     • After accepting the invitation, the data is updated.
3. Assignment and Data Validation:
   • The entered information is assigned to the user profile after registration.
   • Data such as first name, last name, and title can only be edited by the user after the registration is completed.
4. Ensuring Data Integrity:
   • It is ensured that unauthorized access to a user’s plaintext data cannot occur based on the email address.

Additonal information

In our software are two separate email messages: A welcome e-mail and a registration e-mail.

The welcome e-Mail is a welcome message sent to already activated users to greet them and welcome them to a new organization.
A registration e-Mail is an invitation sent to users to prompt them to register and activate their account and afterwards join a new organization.