> ## Documentation Index
> Fetch the complete documentation index at: https://university.triggr-app.com/llms.txt
> Use this file to discover all available pages before exploring further.
# User Onboarding
> Creates a new starter's Microsoft 365 account in your client's tenant, with licences, groups and shared mailbox access.
User Onboarding creates a new starter's account in the client's tenant, assigns licences, adds them to groups, grants shared mailbox access and sends them a welcome email. Use it for every new starter. It needs [Microsoft 365 connected](/core/get-started/connect-microsoft-365), and the [desktop agent](/desktop-agent/overview) for a client that syncs on-premises Active Directory. For the full set-up, see [Configure User Onboarding](/core/get-started/configure-user-onboarding).
## What the form asks
| Field | |
| - | - |
| First name, Last name | Required, always on |
| Work email (UPN) | Required, always on. Generated from the name in your username format, or typed in when the format is Custom |
| Job title, Department | Optional by default. Set on the new account |
| Start date | Required by default. Used by Start date scheduling |
| Reporting manager | Optional by default. Sets the account's manager |
| Domain | Only when Domain is set to Show options on form |
| Who should receive the password? | Only when Email the credential is on: Me, or Me and someone else |
## What it does
1. Creates a ticket in your PSA, if Ticketing is on.
2. Waits for approval, if Approval is Internal or External.
3. Waits until close to the start date, if Start date scheduling is on.
4. Create User: creates the account with a temporary password that must be changed at first sign-in. For a client that syncs on-premises AD, the account is created in AD and synced to Microsoft 365.
5. Assign Licenses, after buying a seat at your distributor if auto-buy is on and none is free.
6. Add To Group, for each group.
7. Grant Mailbox, for each shared mailbox: full access, then send as.
8. Sends the temporary password, if Credential delivery emails it or logs it to the ticket.
9. Send Welcome Email, to the new account.
With Log actions to the ticket on, each action also adds a note to the ticket.
## Configure it
Go to **Config** and click User Onboarding.
| Setting | Where | What it does |
| - | - | - |
| Availability | Header | Internal only, Public form only, Internal + public or Disabled. List on homepage needs a public form. Base config only |
| Standard fields | Form config | Set Job title, Department, Start date and Reporting manager to Hidden, Optional or Required. Can differ per client |
| Add field, Add section | Form config | Your own questions. They're saved with the request and can go in ticket templates, but aren't sent to Microsoft. Add client section asks one client only |
| Username format | Email & username | first.last, flast, firstlast, first\_last, f.last, first.l, last.first, first, or Custom (typed on the form and checked against the client's users, aliases and groups) |
| Domain | Email & username | Primary domain uses the client's primary domain from Clients. Show options on form adds a Domain picker; at a client's scope you can set its default and hide domains |
| Usage location | Email & username | The country set on every new user, which Microsoft needs before it assigns a licence. Defaults to United States (US) |
| Approval | Approval | None runs on submit. Internal waits for a teammate or group; External waits for the client's approver, set on each client. Conditional overrides use a different approval when the answers match |
| Ticketing | Ticketing | Create a PSA ticket for each run, with its type, priority, status, subject and body. Log actions to the ticket adds an internal or public note as each action completes |
| User directory filters | User directory filters | Which users the Reporting manager picker offers: licensed, active, no guests, and not in the Entra roles you exclude. Exclude specific users at a client's scope |
| Start date scheduling | Start date scheduling | Wait until close to the start date holds the account until the number of days you set before the start date (0 is on the day). The ticket is still raised straight away |
| Credential delivery | Credential delivery | A temporary password is always generated and shown once to the technician. Send it as a Secure link (PwPush) or Plain text, by email (the submitter, anyone they add and Always send to) or as a ticket note |
| On-premises AD | A synced client | Create users in OU, Default AD groups and Default AD properties for accounts created in AD |
| Base access | A client | The licences, groups and shared mailboxes every new starter gets. Send as grants send-as rights; Full access and Member grant full access |
| Conditional rules | A client | Extra groups, mailboxes and licences when the form's answers match. A rule's licences add to or replace the base licences |
| Distributor licenses | A client | Maps each licence to your distributor subscription. With Auto-buy seats on, buys a seat when none is free. See [Licences and distributors](/core/manage/licences-and-distributors) |
Email & username, Approval, Ticketing, User directory filters, Start date scheduling and Credential delivery are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see [How configuration works](/core/get-started/configure-user-onboarding#settings-for-each-client).
## Troubleshooting
Someone in the client's tenant already has that sign-in name, alias or group address. Pick another address under Work email (UPN).
Set the client's primary domain on Clients, or choose Show options on form under Domain.
## Related
* [Workflow catalogue](/core/reference/workflow-catalogue)
* [Run a workflow](/core/use/run-a-workflow)
* [Configure User Onboarding](/core/get-started/configure-user-onboarding)
* [User Offboarding](/core/workflows/user-offboarding)
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