> For the complete documentation index, see [llms.txt](https://boza.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://boza.gitbook.io/docs/user-management/onboarding-offboarding.md).

# Onboarding & Offboarding

Coordinate the joiner and leaver process. A guided workflow can create an identity-provider account and route application-access tasks—or revoke access and delete the identity-provider account—across supported connected tools.

Open it from **On/Offboarding** in the sidebar under User Management. The page has two tabs: **Onboarding** and **Offboarding**.

***

## Before You Start

Onboarding and offboarding write to connected systems, so Boza needs an active identity-provider connection before you can run a workflow. The **Onboard user** and **Offboard user** buttons stay disabled until the required connection is in place:

| Your identity provider | Required connections           |
| ---------------------- | ------------------------------ |
| **Google Workspace**   | Google Workspace **and** Slack |
| **Microsoft Entra ID** | Microsoft Entra ID             |

{% hint style="warning" %}
If a connection is missing, hovering the button explains what to fix — for example, *"Microsoft Entra ID connection is missing. Please make the connection and retry."* Connect the missing tool under [Integrations](/docs/integrations/integrations.md) and return to this page.
{% endhint %}

{% hint style="warning" %}
Offboarding can delete the Google Workspace or Microsoft Entra ID user. Review the selected person, execution date, Google data-transfer choice, and every task before confirming.
{% endhint %}

***

## The On & Offboarding Page

Each tab lists the workflows of that type in a table:

| Column                         | What it shows                                                                                   |
| ------------------------------ | ----------------------------------------------------------------------------------------------- |
| **User to onboard / offboard** | The employee's name and email. Click the row to open a side panel with the full task breakdown. |
| **Progress**                   | A dial showing the percentage of tasks completed — or **Not started** / **Completed**.          |
| **Tasks**                      | How many individual actions the workflow contains (one per app, plus account creation).         |
| **Team**                       | The team the employee belongs to.                                                               |
| **Start Date**                 | When the workflow is scheduled to run.                                                          |

Use the **search** box to find someone by name, and the **Team** and **Status** filters to narrow the list. A workflow's status is one of **New**, **In Progress**, or **Completed**.

{% hint style="info" %}
You can **Edit** or **Delete** a workflow only while its status is **New** — once it has started running, it's locked to preserve an accurate history.
{% endhint %}

***

## Onboarding a New Employee

Click **Onboard user** to open the wizard.

### Step 1 — User details

Enter the new hire's information:

* **First name** and **Last name** (required).
* **Email to be created** (required) — must use your organization's domain. This is the account Boza will create in your identity provider.
* **Email alias** (optional) — an additional address, if you use aliases.
* **Password** (required) — click **Generate** for a temporary password, which is copied to your clipboard automatically. The employee will be prompted to change it.
* **Phone number**, **Personal address**, **Job title** (optional).
* **Group** — one or more identity-provider groups to add the user to.
* **Location** — country (shown for Microsoft Entra ID tenants).
* **Team** — the Boza team the user belongs to.

A banner confirms which provider the account will be created in: *"A Google account will be created"* or *"A Microsoft account will be created."*

{% hint style="info" %}
For Microsoft Entra ID tenants, a **Select licenses** step follows so you can assign the right Microsoft 365 licenses to the new account.
{% endhint %}

### Step 2 — Choose apps to provision

Search for and select the applications the new hire needs. Boza suggests:

* **Teams apps** — apps already used by the team you assigned.
* **Popular apps** — the most-used apps across your organization.

For each selected app you can set the license type and any app-specific parameters. You must select at least one app to continue.

### Step 3 — Assign who grants access

For each app, Boza shows how access will be granted:

* A **Boza** badge means Boza will grant access **automatically** through the connected integration.
* Otherwise, pick an **owner** — the person responsible for granting access in that app. They'll be notified to complete the task.

This is also where you **plan the onboarding date** (see [Scheduling](#how-workflows-run) below).

### Step 4 — Recap & confirm

Review a summary grouped by who does what — *"Boza will grant access to…"* for automatic apps, and *"\[Owner] have to grant access to…"* for manual ones. The recap states when the workflow will run. Click **Confirm onboarding** to create it.

Once confirmed, the new user is created in Boza in an inactive state. Their accounts are created and an email is sent to them when the workflow runs — immediately if you scheduled it for today, or on the chosen date otherwise.

***

## Offboarding an Employee

Click **Offboard user** to open the wizard.

1. **Select the user** to remove, using the search box.
2. **Choose an offboarding date** — today to run immediately, or a future date to schedule it.
3. **Confirm the apps** to revoke access from. As with onboarding, each app is either handled **automatically** by Boza or assigned to an **owner** who will be notified. Remove any apps you want to keep active.
4. **Google Workspace data transfer** (Google tenants) — optionally toggle **Transfer User data to another User?** and pick the recipient, so the leaver's files aren't lost.
5. **Recap & confirm** — review the summary and click **Confirm offboarding**.

When the workflow runs, Boza revokes access app by app, notifies each app's Super Admin to remove accounts and licenses where needed, and then **deletes the employee's identity-provider account** through the connected provider action.

***

## How Workflows Run

### Automatic vs. manual tasks

Every workflow is a list of tasks — one per app, plus the account itself:

* **Automatic tasks** are carried out by Boza directly through a connected integration (for example, creating the Google or Microsoft account, or inviting/removing a Slack user).
* **Manual tasks** are assigned to an app owner. Boza notifies them and tracks the task until it's marked complete, so nothing slips through the cracks.

### Scheduling

* **Run today** — if the start date is today (or earlier), the workflow executes immediately on confirmation.
* **Run later** — if you pick a future date, Boza runs the workflow automatically at **06:00 UTC** on that day. No further action is needed.

### Tracking progress and reminders

Click any workflow row to open its side panel, where you can:

* See each task and its status.
* **Remind owners** — send a reminder to every owner who still has a pending task.
* Mark manual tasks complete as owners confirm them.

The **Progress** dial and the **New → In Progress → Completed** status update automatically as tasks finish.

***

## Editing & Deleting Workflows

While a workflow is still **New**, open its row menu to **Edit** (reopen the wizard with its details) or **Delete** it.

{% hint style="warning" %}
Deleting an **onboarding** workflow that hasn't run yet also removes the pending user it created, since that account only exists for the onboarding. Offboarding workflows can be deleted without affecting the user.
{% endhint %}

***

## Best Practices

* **Schedule ahead of the start date.** Create the onboarding a few days early and set the start date to the employee's first day — accounts and access are then ready exactly when they arrive.
* **Assign owners thoughtfully.** For manual apps, pick owners who can act quickly so access isn't delayed. Use **Remind owners** if tasks linger.
* **Plan Google data transfer before offboarding** when the leaver owns information that must be retained, because the provider account can be deleted.
* **Offboard on the last day, not before.** Schedule the offboarding for the departure date so access is revoked at the right moment.
* **Keep teams up to date.** Assigning the correct team auto-suggests the right apps, making onboarding faster and more consistent.


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