How can I create a employee onboard using Jira kanban board?

[Alex Hoffman]

I need to develop a prototype to show how we as a company could add employees. I am trying to demonstrate this using the kanban board in Jira cloud.

[John Funk]

Hi Alex - We really need more information than that. What exactly are you wanting to do?

[Alex Hoffman]

I essentially want to create a template that will make the onboarding process of an employee more simple. So every time a new user needs to be granted access account to the company server, jira, slack, etc, we can speed the process up. I guess what I'm trying to do is almost automate the process by having a model/ template in place to follow. Then I would want to use the same kind of process for off boarding an employee, so we don't have to waste time looking through emails, excel files, drives of where all the information could be stored. That way in Jira I can simply remove access right away so the former employee can't access our crucial information. 

[John Funk]

In a very oversimplified way, here is what we do.

1. Team Leaders create new position requests in a Jira project.

2. We have a workflow and board that takes the positions through the various levels of approvals. This can be as simple or complicated as your process currently is (or as you want to make it in Jira). 

3. The position/card is eventually approved for HR to recruit and fill the position. Once they have an accepted offer, they close the card (mark it Done). 

4. It is at this point where you can build your automation to create various cards and assign them to the appropriate team member to get the new hire onboarded. 

5. I actually have setup a system/process where I create a new Team Member card for the new person. Then other functions such as annual raises, etc. can be created and linked to the Team Member card. This can be created as a part of closing the position card above. 

6. My status for the Team Member is Team Member Active. The workflow is Create > Team Member Active > Team Member Exit

7. So when the Team Member leaves the company and the card is moved to Team Member Exit (status category of Done), then additional cards can be created and assign to appropriate persons to remove access, etc. 

I am not sure if that describe the process very good for you, but that's more or less what we do. 

[Rachel Dunn]

@John Funk  could you explain this in a little more detail, as far as how you set up the actual board and workflow to take the positions through various levels of approval? I am new to Jira and am looking to set up this exact board for our organization.

[Bill Sheboy]

Removing my answer as it does not match the problem statement.