When we say a new starter is ready, we mean they can sit down, log in, and do their job without asking anyone for a password. Here is what that includes, so you know what to expect and can tell us early if something is missing from the list.

What is set up before they arrive

• An account with the right access, and nothing more. Their own login, on your Microsoft 365 or Google Workspace, with a licence attached and their name and job title filled in.
• Mail and calendar working on their computer and their phone. Both, not just the computer. Most people check their calendar on a phone before they check anything else.
• Files and shared drives visible. The team folders they need appear where they expect them, not behind a link somebody has to send them.
• Multi-factor authentication set up with them present. MFA means a second check when you sign in - usually a prompt on your phone. We do this with the person, on their phone, on the first morning.
• Printers. The ones on their floor, already added, with a test page done.
• A phone, if they are getting one. Extension or mobile, set up and tested with a real call.
• A short written note of what to do when something breaks. One page: the portal address, the support email, the phone number for urgent problems, and the support hours.

Why we set up MFA with the person, not before

MFA is tied to something the person carries - normally their own phone. We cannot enrol it for them in advance without their phone in the room, and if we set it up on a shared device it has to be undone later. Fifteen minutes on the first morning saves a locked-out new starter in week three.

Book that fifteen minutes into their induction. It is the one part of the setup that genuinely needs them there.

The "same access as" approach

When you request a new starter, we ask you to name a specific person already in the business who does a similar job. We then match the new account to that person's access.

We ask for a name rather than a list because a list is always incomplete. Nobody remembers the shared mailbox, the folder on the old server, or the login to the supplier ordering site until the day someone needs it. A working colleague is a complete, tested, real-world description of what the job requires.

We do not simply give everyone everything, and we will push back if asked to. Every extra piece of access is one more thing that has to be removed when the person leaves, one more system to check if an account is ever compromised, and one more place where a well-meaning mistake can delete something important. Access that matches the job is not bureaucracy - it is the thing that keeps a small mistake small.

If the new person's job is genuinely new and there is no one to copy, tell us what they will actually be doing and who they will be working alongside. We will suggest a starting point and add to it as the role settles.

What we cannot set up for them

A few things need someone in your business, not us:

• Logins to systems we do not manage - the accounting package, the payroll system, the industry software with its own user list. Tell us who owns each of those and we will remind you at onboarding, but somebody inside the business has to create them.
• Anything requiring a personal decision, like a mobile plan in the employee's name.
• Building access, keys and alarm codes.

It is worth keeping your own short list of these next to the IT request, so the two get done together.

If something is missing on the day

Log it as a ticket rather than waiting for the induction to finish. Day-one gaps are quick to fix while we still have the setup fresh, and a new starter who cannot print is not going to mention it for a fortnight.

Still stuck?

Log a ticket at portal.yougrowit.com.au or email support@yougrowit.com.au. If it is stopping you working right now, call 03 9028 4358.

Support hours are Monday to Friday, 8:30am to 5:30pm Melbourne time, excluding Victorian public holidays.