DOZE Admin Process

Assigned To: Sarah Dungan

Category: Employee Life Cycle

Department: DOZE Admin, People and Culture

SOP Rule: Trigger

Status: Approved by CEO and Implemented

Purpose

This SOP outlines the onboarding and offboarding process for HQ employees, ensuring proper account setup, access control, and system security.

Scope

Applies to all HQ employees and contractors requiring access to company systems, including onboarding, offboarding, and account management.

Definitions

• DOZE Admin: Responsible for managing accounts, permissions, onboarding, and offboarding
• People and Culture: HR team responsible for initiating onboarding and offboarding
• CEO: Has authority to override standard processes

Responsibilities

• DOZE Admin: Create accounts, manage access, handle offboarding, troubleshoot issues, conduct audits, maintain records
• People and Culture: Notify onboarding/offboarding via Slack and provide required details
• CEO: Provide override direction when needed

Procedure

Onboarding Process

• Receive onboarding notification via Slack (hq-onboarding-team)
• Collect required employee details (name, email, role, team, contractor status)
• Create accounts and assign access:
  • Google Workspace (Gmail)
  • Slack
  • Smartsheet
  • HubSpot
  • Canvas
  • Notion
  • Microsoft (if applicable)
  • Paycove, DocuSign (as needed)
• Add user to email groups and shared drives
• Send welcome email and 2-step verification guide
• Provide basic system usage guidance
• Track progress in onboarding checklist

Offboarding Process

• Receive offboarding notification via Slack (hq-offboarding-team)
• Confirm termination date and ownership transfer requirements
• Disable access to all systems
• Transfer ownership of files and accounts
• Update email routing and rejection messages
• Notify relevant teams upon completion

System Management and Tracking

• Maintain onboarding/offboarding records in shared systems
• Store documentation in shared drives
• Use tracking tools for audits and reporting

System Audits

• Conduct periodic audits of active accounts
• Remove unnecessary or inactive users
• Ensure cost efficiency and access control

Completion Criteria

• All required accounts created or deactivated
• Access correctly assigned or revoked
• Records updated and documented

Tools and Resources

• Onboarding & Offboarding Tasklist
• DOZE Admin Tracking and Audit Sheets
• Google Shared Drives

Revision History

• 1st Version: 03/07/25
• 2nd Version: TBD
• 3rd Version: TBD