IT Test Document 

Onboarding Overview

When you receive an email notification about a new employee onboarding, you need to start opening the software accounts for them

1. Odoo Onboarding 

2. 

3. 

Settings - Manage Users - Search for the new employee

Pick user role based on job position title

The following page can be found in human resources - employee module. You can find the job position name on it

After you give them the user role, check your activity as done on employee page

Note: For the R&D department no need to open Odoo Account.

1. Zoom:

Access Activation Process:

Step 1: Zoom invitation email is sent (Evening of Day 1, Beijing Time)

Step 2: Employee accepts the invitation (Morning of Day 2, Beijing Time)

Step 3: Wait for Zoom access to be activated (Evening of Day 2, Beijing Time)

2.1 Send invitation

1. login to your zoom account, go to user management - user - add user

1. Put in user department - user email you see from Odoo employee page - select package

If user needs zoom phone - zoom workplace business plus with US/CA unlimited

If user needs contact center - unassigned

2.2. Record status updates in Odoo. Example:

• 3/13: Pending Accept

• 3/14: Pending Accept. Hint message has been sent via Ding Talk.

• 3/17: Pending Accept. Follow-up message has been sent.

• 3/18: Pending Accept. Follow-up message has been sent to Manager xxx.

• 
  

Click on edit and ad your updates

2.3 Send invitation message via Ding Talk to the relevant account:

Hello, the Zoom invitation has been sent. Please check your email [xxxxx] and accept the invitation as soon as possible.

After accepting the invitation, Ding Talk will send a message to this account indicating “Accepted.”

Note: Accepting the invitation only confirms your Zoom account registration. It does not mean your access is immediately activated.

Please wait for the "Access Granted" message from this account (usually sent on the evening of the same day, Beijing Time) before confirming or raising any access-related questions.

2.4 Send access granted message via Ding Talk to the relevant account:

Hello, your Zoom access has been granted.

Please log in to the Zoom desktop app with your account [xxxxx] to check your permissions.

If you have any access issues, please contact me.

2.5 Add license after user accepts invitation

Phone User

License: 

Sales - User management - zoom work place: Zoom Workplace Business Plus with US/CA Unlimited (15 available) → Phone, pending assign, assign package → Phone, assign number.

Phone Manager (If user is a sales manager)

License: same as phone user

Access: User management - Role - Phone - Add as manager 

Contact Center User

User management - zoom work place: unassigned → waiting for accept → contact center management → users + add template based on the position mapping table above

Offboarding

Archive Odoo User - Transfer to Manager (Ask HR or manager to whom to transfer).

Data Access / Transfer to Manager by Role (Odoo)

Delete Zoom User - No need to transfer.

Sales Code for Sales Rep (Setting-User- Card Connect)