Give a new colleague access to Databeamer

A new colleague should be able to get going quickly, without you having to arrange all sorts of access afterwards. With the right organisation and group settings they get access to the information they need, while you keep control over who can see what.

Onboarding consists of three parts: the colleague creates their own account, you add them to the organisation and the right groups, and together you make sure the account stays properly accessible.

1. Have the colleague create an account #

The new colleague creates a Databeamer account themselves and completes the setup. Point them to Create your account.

Also ask the colleague to store the recovery phrase safely. It matters when the account can no longer be reached from an existing device. You cannot take over the account setup: the keys are generated on the colleague's own device.

Does your organisation use single sign-on (SSO)? Then the colleague signs in through your own identity provider. The colleague then appears under Settings › Members › Pending SSO members. Choose Approve there to allow access.

2. Add the colleague to the organisation #

Once the account setup is complete, you can add the colleague to the organisation.

1. Open the organisation's Settings › Members.
2. Choose Add member and search by name or email address.
3. Give the colleague the right role.

Usually Member is enough. If the colleague is also tasked with managing organisation members or other organisation settings, choose Admin.

More about the organisation set-up is in Organisations.

3. Give access to the right groups #

Being a member of the organisation does not automatically mean someone has access to all groups. You decide per group which colleagues can read along and collaborate.

Open each group the new colleague should take part in and go to Settings › Members. Choose Add member and select the colleague.

A group member can view the content of that group, including the Drive, chat, transfers and requests. Does someone only need to read along to stay informed? Then the Reader role may be appropriate.

Only give access to groups the colleague needs for their work. That way access matches the role and tasks of the new employee.

More explanation is in Groups.

4. Help the colleague on their way #

Send the colleague a message with a link to Find your way around and, if useful, to the most important groups.

It is also wise to set up a second device straight away. If the laptop is lost or breaks, the colleague then has an extra way to get access. See Set up a second device.

What does the new colleague see? #

After being added, the colleague can find the organisation under Settings › Organizations and the accessible groups appear in the groups rail. Within each group, the content that belongs to the assigned role is available.

The group's activity records that the colleague has joined.

Checklist #

Use this overview to check that everything is arranged:

• The colleague has created their own account and stored the recovery phrase safely.
• The colleague has been added to the organisation with the right role.
• The colleague has access to the groups they need, and no more than needed.
• The colleague knows where to find the most important information and guides.
• A second device has been set up.