A new team member should not spend their first morning borrowing somebody else’s login. A short onboarding checklist gives the employee a better start and makes it easier to manage access when their role changes.
For an Adelaide business without in-house IT, the most useful first step is a clear request from the manager. Include the start date, role, required applications and the person who can approve access.
Agree on access before creating the account
List the mailbox, shared inboxes, folders, calendars and business apps the employee needs. Identify access they should not receive, such as payroll or unrelated client records. Copying every permission from an existing employee can carry old mistakes forward.
Use an individual account with a consistent naming approach. Microsoft’s user setup guidance covers creating users and assigning the appropriate product licence. Confirm that the chosen licence includes the services and apps required for the role.
Normal staff work should not require a Global Administrator account. Administration should use the least privileged suitable role.
Set up sign-in security with the employee
Arrange a secure first sign-in and registration of the approved authentication method. Avoid putting passwords in a shared spreadsheet or leaving an account permanently tied to a departing employee’s phone.
Microsoft recommends security defaults or Conditional Access for MFA. Which approach is appropriate depends on the tenant and its licences. Review existing policies before changing them; switching settings without a plan can disrupt access.
Explain how to report an unexpected approval prompt and what to do if the employee loses their device. Practise the ordinary sign-in process while help is available.
Set up shared work without shared passwords
For an address such as enquiries@your-business, consider a shared mailbox with access granted to the relevant employees. Microsoft’s shared mailbox guidance describes membership and licensing requirements. A shared inbox does not mean everyone should use one shared personal login.
Decide where team documents belong and test the intended folders. The new employee should know where to save a quote or job document so the rest of the team can find the current version.
Run a first-day acceptance check
- Sign in on the intended work device and complete MFA.
- Send and receive an email, including the shared mailbox if required.
- Open, edit and save a test document in the approved shared location.
- Join a test meeting and check the camera, microphone and speakers.
- Open the business applications needed for the first day.
- Confirm the employee knows the support contact and where working files are protected.
Record what passed, any outstanding items and who owns them. Keep the approved access list: it also becomes a useful starting point when someone changes roles or leaves.
SouthlineIT provides Microsoft 365 setup and onboarding support, including email, shared files and security settings. Send the role and requirements rather than another employee’s credentials.
Frequently asked questions
Can two employees share one Microsoft 365 login?
Give each person an individual account and appropriate licence. Use shared mailboxes or shared files for collaboration rather than sharing a personal account and password.
Do all employees need administrator access?
No. Most everyday work needs ordinary user access. Assign administrative permissions only where a role requires them, using the least privileged suitable role.
Should we buy the same licence for every employee?
Start with each role’s requirements. Check the current plan details for desktop apps, email, device management and security features before choosing licences.