Onboarding kits

An onboarding kit is a reusable bundle of hardware categories and software that you apply to a new hire in one click. Applying a kit assigns whatever stock is available immediately, files requests for anything that isn't, and notifies the employee — so standard day-one provisioning is consistent and fast instead of a manual checklist.

You build and manage kits under Onboarding kits in the admin console, then apply a kit from an individual user's profile.

:::note Before you begin

• You have an admin role (admin, it-admin, or super-admin).
• The hardware categories and software you want to include already exist. See Add a hardware asset and Software catalog.
• For a kit to assign hardware on the spot, at least one asset in that category has the Available status. See Assign and recover hardware.
• The person you're provisioning already has a user account. See Users and teams. :::

Create a kit

1. Open Onboarding kits in the sidebar and select New kit.
2. Fill in the Details section.
3. Add line items in Items in this kit (covered in the next section).
4. Select Create kit.

Kit details:

Field	Required	Default	Notes
Name	Yes	—	Up to 120 characters, for example Engineering starter kit. Shown in the kit list and the apply picker.
Target role (hint)	No	Empty	Up to 64 characters. A label only — it doesn't restrict who the kit applies to.
Target department	No	Empty	Up to 120 characters. Also a label, but it drives the pre-selection on a user's profile (see Apply a kit).
Active (available to apply)	No	On for a new kit	When off, the kit is hidden from the apply picker and can't be applied.
Description	No	Empty	Up to 2000 characters. Shown (truncated) in the kit list.

After you create a kit you land back on its edit page, where you can keep adding items or adjust details. Select Save changes to persist further edits.

Add items to a kit

A kit holds two kinds of line item: a hardware category (any available asset in that category) and a software catalog entry. You add as many as you need.

1. On the kit's edit page, in Items in this kit, select + Hardware category or + Software. A new row appears.
2. Set the row's fields.
3. Repeat for each item, then select Save changes.

Each row carries:

Field	Required	Default	Notes
Type	Yes	Set by the button you used	A badge marks the row HW (hardware category) or SW (software). To switch type, remove the row and add the other kind.
Item	Yes	—	The hardware category or software entry to provision. Pick from the dropdown.
Quantity	Yes	1	Whole number from 1 to 50. The kit attempts to provision this many of the item per applied user.
Notes	No	Empty	Up to 500 characters, carried onto the assignment or request the kit creates.

To delete a row, select the × at its end. Saving the kit rewrites its full item list, so removed rows are dropped.

tip

Set Quantity above 1 for items a role needs in multiples — for example two monitors. Each unit is provisioned independently, so a new hire can get one monitor assigned from stock and a request filed for the second if only one is available.

Apply a kit to a user

You apply a kit from the person's profile, not from the kit. Applying provisions the kit's items for that one user.

1. Open Users in the sidebar and select the new hire.
2. In the right column, find the Apply onboarding kit card.
3. Choose a kit from — pick a kit —.
4. Select Apply kit and confirm.

The card pre-selects a kit whose Target department matches the user's department, when one exists. You can change the selection before applying.

After applying, you return to the user's profile with a summary, for example Applied 'Engineering starter kit': 3 item(s) assigned, 1 request(s) filed.

note

The Apply onboarding kit card appears only when at least one active kit exists and the user's status is not Offboarded. If you don't see the card, activate a kit first or check the user's status.

What applying does to each item

The kit walks every line item, once per unit of its quantity, and resolves it as follows.

Item type	If stock or a seat is available	If nothing is available
Hardware category	Assigns the first asset in that category with the Available status to the user, and sets the asset to Assigned.	Files a pending hardware request at high urgency, titled Onboarding: <category>, for procurement to pick up.
Software	Creates a software assignment on a license for that catalog entry that has a free seat (or any active or trial license), and increments its seats used.	Auto-creates a placeholder license named Auto-created (onboarding kit) and assigns the user to it. Software is never sent to the request queue.

A few behaviours worth knowing:

• Notes on the line item are copied to the assignment or request it produces.
• Software is never queued. If no license fits, the kit creates a placeholder so access always lands. Edit that license afterwards to add seats, cost, and expiry — see Manage licenses.
• Re-applying is safe for software. If the user already holds an active assignment on the matched license, the kit skips it instead of creating a duplicate.
• The employee is notified. When at least one item is assigned or requested, the new hire gets an in-app notification summarising what was assigned and what's being procured.

warning

Re-applying a kit does not skip hardware the way it skips software. Each application assigns another available asset (or files another request) for every hardware line. Apply a hardware-bearing kit to a user once.

Edit, deactivate, or delete a kit

From the Onboarding kits list:

• Edit opens the kit to change its details or items. Saving rewrites the item list.
• To stop a kit being offered without losing it, edit it and clear Active (available to apply). Inactive kits stay in the list with an Inactive badge and drop out of the apply picker.
• Delete removes the kit after a confirmation. This removes the kit definition only — it does not unassign or reverse anything a past application already provisioned.

The list shows each kit's Name, Target (role and department), Items count, Times applied count, and Status.

Verify

• The new kit appears in the Onboarding kits list with the right Items count and an Active badge.
• After applying, the user's profile shows the assigned hardware and software, and the summary message reflects the assigned-versus-requested split.
• Any item that couldn't be filled from stock appears under Requests as a pending high-urgency request.
• The employee sees newly assigned devices on their My hardware page.

Troubleshooting

Symptom	What to do
The Apply onboarding kit card isn't on the user's profile	No active kit exists, or the user's status is Offboarded. Activate a kit, or change the user's status.
That kit is inactive — activate it first or pick another.	The selected kit is deactivated. Edit it and turn on Active (available to apply), or choose a different kit.
A hardware item filed a request instead of assigning	No asset in that category had the Available status when you applied. Add or free up stock, then fulfil the pending request, or apply again once stock exists.
Software landed on a license named Auto-created (onboarding kit)	No suitable license existed, so the kit created a placeholder. Open it under Manage licenses to set seats, cost, and expiry.
A duplicate hardware asset got assigned after re-applying	Re-applying repeats hardware provisioning. Recover the extra asset on its detail page; apply hardware kits only once per user.

Related

Users and teamsCreate the user account a kit provisions for.Read →OffboardingRecover equipment and access when someone leaves.Read →Review and fulfil requestsHandle requests a kit files when stock runs short.Read →Software catalogDefine the software entries kits draw from.Read →