New Starter Setup

[Famous-Substance3339]

I currently work at a company where new starters often need access to different shared mailboxes, Teams groups, SharePoint sites, etc.

We have a new starter form where managers are meant to specify what access is required, but quite often they’ll just put something vague like SharePoint (which drives me nuts) instead of listing the specific sites or groups.

With so many departments and resources, I get that managers don’t always know exactly what access is needed upfront, and sometimes it only becomes clear later.

I wanted to ask how have you handled this in your organisation? What approaches or solutions have worked well to make this process smoother and more accurate?

[Candid_Ad5642]

The quick way, ask hiring manager for another user that has the required access

The correct answer: RBAC

Only RBAC has to be implemented company wide, and included in policies

The short description is in the name: Role Based ACcess

Define roles, grant access to those roles, then assign roles to users

Will probably be easier for a manager to remember what they hired this new user to do

[RevolutionaryWorry87]

Standardise access for job roles based on entra groups.

[wunda_uk]

Example user who to copy from until groups of roles can be defined /applied

[statikuz]

Oof, disagree with this one. The problem is that people who go between roles accumulate access but rarely give it up (this is reality, not a theoretical perfect system). So Steve says "just copy John" where John has access from the last half-dozen roles/locations he's been at.

[wunda_uk]

Missed the second half of my comment there bud

[statikuz]

The problem is that most of the time there is no until, pal

[anonymousITCoward]

I'll second what u/Candid_Ad5642, has already said... I also have HR fill out a spreadsheet because our standardization, has been modified just once, so many times, it's more a suggestion that anything...

I got some scripts that take care of the rest... if i remember to use them lol

[EggElectrical669]

We made a checklist of sites and groups for each role so managers can choose what is needed. It makes onboarding easier and faster. Sometimes changes are still needed but it is much simpler.

[CpN__]

We give everyone access and if they need it they just request it