Employee Onboarding and Offboarding Checklists

With each employee that is hired there are tasks you should do to get them up and running in Momentus Elite, and when an employee leaves there are steps you should take to protect your data. We've got checklists for you below!

New Employee Checklist

1. Create their Elite user account and assign the appropriate permission roles. Think about your venues and the level of access they will need to the events at each one. Review the roles for an existing employee with similar responsibilities.
2. Once the new employee's email account is created, send their activation email.
   • Confirm with your IT department that the new employee's email is set up and their mailbox is active before sending the email. New users will need access to their email inbox to retrieve the temporary password we will send them.
3. Once the employee has activated their account, add them to the appropriate staff assignments so they can be assigned to events and functions. See Edit Staff Assignments.
4. Share reports and dashboards with the user as needed. The Reports & Dashboards permission on a role gives a user access to the reports and dashboard pages, but the reports and dashboards themselves must be shared with each user. See Grant Access to a Report or Dashboard for instructions.
5. Send the new employee a link to Make your Account Your Own. This article will help them bookmark their account and set it up on their phone, choose email notifications, create calendar and list views, and more. If you have recommended email notifications or have particular views they should use, be sure to let them know!
6. We recommend that employees follow our Getting Started learning path to be trained in Elite. Depending on their role at your venue, you may have them do all of the trainings or only some of the trainings. They can attend live or choose the Watch Now option.
7. You will also need to train your new employee on your venue's workflow and standard operating procedures. If you have a workflow document from when your account was onboarded into Elite, be sure to keep that updated so that you can easily share it as new employees come on board.

Employee Exit Checklist

1. Deactivate the employee's user account in Elite immediately. It is critical that you secure your data in Elite. Elite can be logged into on any device, so until you deactivate their account they will be able to log in and access your venue's data.
   If you are using SSO, still deactivate their user in Elite. This ensures that they will be immediately logged out of Elite.
2. If you have any published iCal feeds that the employee had access to, unpublish and then republish the view. This will prevent the employee from receiving data updates from Elite. Any current employees will need to update their calendars with the newly published feed. For instructions, see Publish Your Calendar.
3. Now that you have secured your data, you can reassign work in Elite as needed.
   Because inactive users do not appear in filters and saved views owned by inactive users are hidden, you'll have to temporarily reactivate the user's account to reassign items listed below. Before you do that, change the email address on the user's account (you can just add extra letters to the end of it). This will prevent them from logging in while you have the account active.
   You may need to update:
   • Account manager on accounts
     • Filter the Accounts list by Account Manager to see all of the employee's accounts.
     • Click to each account's details page to update the account manager. See Edit an Account Manager for step-by step instructions.
   • Staff assignment on events
     • Filter the Events list by Assigned To, selecting the employee, to view all of their events.
     • Click to each event's details page to reassign the event to another employee.
       If you are using task templates where the tasks are assigned to a staff assignment, those tasks will automatically update when you change the staff assignment to another employee.
   • Function staff assignment on functions
     • Filter the Events list by Assigned To, selecting the employee, to view all of their events.
     • Click to each function's details slider to reassign the function to another employee.
   • Assignment on tasks
     • Filter the Tasks page by Incomplete Tasks assigned to the employee to view all of the employee's tasks.
     • Mass edit the tasks to assign them to another employee. See Mass Edit Tasks for instructions.
   • Saved views
     • Identify any critical shared saved views owned by the ex-employee. To see who owns a view, open the Edit View slider. The owner's name will be noted by the "Private" setting.
     • Follow the instructions in Copy a Saved View to create a new view owned by you.