How do I onboard a new employee?
The onboarding process has five steps. Steps 3 and 5 are optional and only apply if the new employee receives a device.
Step 1: Add the employee to deeploi
Before onboarding can start, the employee must exist in deeploi. How you add them depends on whether you use an HR system.
Add the employee to your HR system. deeploi syncs automatically. If the employee does not appear within a few minutes, use the Sync button on the deeploi platform to trigger a manual sync.
Go to Employees in the deeploi platform. Click Add employee in the upper right corner and fill in the employee's details.
Step 2: Fill out the onboarding form
Once the employee exists in deeploi, the onboarding form appears automatically under Employees → Onboardings. deeploi also sends weekly reminders for upcoming onboardings.
Open the form and complete it with the employee's start date, preferred company email address, and bundle. Full field descriptions are in the Form Reference section below.
Submit at least 4 days before the start date.
Account preparation starts only after you submit the form. If the form arrives late, deeploi cannot set up accounts and apps in time.
Step 3: Confirm the device order (optional)
If you selected a device or peripheral in the onboarding form, deeploi coordinates the order and contacts you when your input is needed. You will typically receive a checkout or confirmation link by email that must be completed on time.
| Device type | Delivery time |
|---|---|
| Catalog devices | Up to 2 weeks |
| Custom or non-catalog devices | Longer, varies |
Step 4: Account creation and welcome emails
After you submit the form, deeploi creates accounts on this schedule:
| Action | When |
|---|---|
| Email account created | 14 days before the start date |
| Software accounts prepared | 4 days before the start date |
| Welcome email sent (with temporary password) | 4 days before the start date |
To adjust these timings, contact hello@deeploi.io.
Step 5: Device registration reminder (optional)
If a device was selected in the onboarding form, deeploi automatically reminds the employee to connect their work device to deeploi. This is required so the device can be managed, encrypted, and configured with the right software.
If the employee does not register the device after a certain time, deeploi notifies you so you can follow up.
Onboarding form field reference
Employee Information
The first section collects the key details needed to prepare the new employee's accounts and access.
| Field | What it does |
|---|---|
| First working day | Sets the account creation timeline: email account 14 days before, software accounts 4 days before |
| Bundle | Determines which software accounts are created |
| Company email address | Enter the preferred address, or disable "Allow deeploi to create the company email address" to use an existing one instead |
Workspace settings
Depending on your workspace setup, you can assign the new employee to groups and structures that take effect automatically from day one.
Assign organizational units and Google groups. The employee is added when their account is created.
Assign Microsoft 365 / Entra groups and the required licenses. If deeploi manages your Microsoft 365 licensing, licenses are assigned automatically during onboarding.
Device Assignment
In the second section, choose whether the new employee receives a device. Selecting No Device assigns the employee a light license automatically. Selecting Add Device opens device options. You can assign multiple devices if needed, for example a laptop and a phone.
| Device type | What it is |
|---|---|
| Inventory Device | A device already registered with deeploi and not currently assigned to anyone ("in stock"). If the device is still assigned to a departing employee, choose New Device instead so the new employee receives the correct registration reminders. |
| Buy / Rent Device | Order a new device through deeploi's procurement partners. Catalog devices are delivered in around 2 weeks. Custom devices take longer. More details in the Device Procurement section below. |
| New Device | For devices not yet registered with deeploi or not purchased through deeploi. Select the operating system (Windows, macOS, iOS) and add notes to help with assignment and setup. |
Device Procurement
When you select a device to buy or rent, devices are grouped into categories such as laptops, tablets, phones, and peripherals. Each device is labeled Basic, Advanced, or Performance to help you choose. For a custom device not in the catalog, use the request form at the bottom of the procurement page.
Selecting a device is a request, not a confirmed order.
You will receive a checkout link with prices and delivery times. The order is confirmed only after you complete checkout.
Submit
Before submitting, deeploi shows a summary of all your selections. Click Back (lower left) to make changes, or Submit (lower right) to start the onboarding.