New User Setup

1. Hiring Manager completes a new employee IT request form: https://bbbs.tfaforms.net/f/NewEmployeeIT

2. This form automatically goes to Marsh Kellegrew, Techie, Denise and others for review.

3. The form also goes to Marketing (Jenn Habermann currently) who uses the information to add new employees to the website.

4. Techie sets up: Microsoft Account including file access and groups and AIMRE, DialPad, 1Password, Printer/Scanner and sets up the user's computer.

MICROSOFT ACCOUNT SET UP

1. Log into Microsoft Admin portal

2. From Home click to Add a User

3. Put in First and Last Name received from IT request form (or name requested)

4. Display name will auto-populate.

5. Username will be First.Last@bbbsps.org

6. For now, allow Microsoft to create password and uncheck force user to change. You will need to log in as user to set him/her/them up on a computer.

7. Add licenses: 

• If this is a full-blown user receiving computer, select Microsoft Business Premium.
• If this user only needs email (i.e., consultant or donation center) use Microsoft Business Basic (free to Bigs)
• If this user requires access to AIMRE:
  • Basic: Fabric (free), Power Automate (Free), Power BI Pro and add to AIME Matching Specialist group.
  • Power (can write back Fabric database): Fabric (free), Power Automate Premium, Power BI Pro and add to AIME Matching Specialist Leader group (or other group -- see below). 
  • If user is more appropriately part of one of the groups below, add them appropriately. These lists add them to appropriate groups in Fabric. For more information, see 1) AIMRE Application Link, Guidebooks, Trainings > [at the time of this writing] Open 1.2 Guidebook and Other Resources > BBBSPS_AIMRE-Guidebook_v3.2_08132024.pdf. For trainings on supporting AIMRE see SharePoint Links for IT support on page 10. For written resources, jump to page 52 (IT toolkit). 

8. Once licenses are added, you can proceed to finish user creation.

9. After user is created, locate their account and add their manager in Account > Manager.

10. Based on file access requested in Set Up request, add to appropriate security groups in Microsoft. All these begin with _BIGS and are labelled according to folders in SharePoint. Please note: All employees are added to _BIGS All Employees.

11. Make user a member of Shared Files group and the All Staff group that is an M365 group with email address AllStaff1@bbbsps.org. This contains page named Be In The Know!

11. Based on distribution groups required in IT setup, add employees. All employees are added to allstaff@bbbsps.org.

12. You can now use this account to set up local profile on computer. 

13. Once computer is set up, return to Microsoft to reset password and check box to require user to change their password when they first sign in. Text password to appropriate point of contact (Erandi) and person's manager if requested. 

DIALPAD ACCOUNT SET UP

1. Log into DialPad

2. Click on the gear icon for admin settings

3. Select Users

4. Click button to Add User

5. Search for email address -- click enter if not found.

6. Select DialPad Connect as license type

7. Assign number -- if none are available, click edit to add a new number.

7. Once user is created, go back and add DialPad meetings if needed by clicking on Options > Calling > Add DialPad Meetings (make sure local meetings number is assigned -- we've been getting a lot of Canadian numbers).

1PASSWORD ACCOUNT SET UP

1. Log into 1Password with admin credentials

2. Click on People in the navigation on the right.

3. Click Invite People in the upper left

4. Enter email address(es) and click Invite

5. Once user sets up account, help desk will receive a request to confirm them.

6. Once confirmed they can be added to appropriate Groups and Vaults

PRINTER/SCANNER SET UP

1. Use computer on which you are setting up user to browse to the Ricoh C4510 @ http:/192.168.27.146 and enter admin credentials.

2. Select Address Book

3. Set up new user's name and email under appropriate letter.

FINAL ITEM

1. Coordinate user's set up in AMS with Kristen McHarg (kristen@mchargconsulting.com). Even if the person does not require Matchforce he/she/they will need access to The Learning Center and other National resources.