Purpose
Technical workflow so that when a new employee joins, they have everything configured correctly from day 1: email, public manual access, assigned role for curriculum track, and (if applicable) technical manual access.
Steps
1Create email in Google Workspace
Go to admin.google.com → Users → Add new user.
BrandaCare naming convention:
- Regular employee:
firstnamelastinitial@brandacare.com(e.g.mariag@brandacare.com) - If collision: add more letters from last name (e.g.
mariagomez@brandacare.com) - Devs: full name or initials accepted (e.g.
manuelgv@,ferrerpetitsantiago@)
Send them temp password and login link. Check "force password change on first login".
2Decide the role
| Type | Role to assign | Highlighted track in TRN-ONB-001 |
|---|---|---|
| Multi-functional (IV + Billing) | 'multi-track' | No highlight, sees everything |
| Dedicated Insurance Verification | 'iv-junior' | Track A highlighted |
| Dedicated Billing | 'billing-junior' | Track B highlighted |
| Billing Expert (appeals) | 'billing-expert' | Track C highlighted |
| Developer | 'developer' | Tech section |
| Reception / Front Desk | 'front-desk' | Foundation only |
| Yami or Pablo | 'admin' | Sees everything + technical access |
Current default for new hires: 'multi-track' (current team works like this).
3Add to role-config.js
In your local repo, edit docs/brand/role-config.js:
'mariag@brandacare.com': 'multi-track', // Maria G. — IV + Billing
Keep alignment with spaces for readability.
4(Optional) If they get technical manual access
Admins/devs only. Edit docs-tecnico/brand/auth.js → ALLOWED_EMAILS array:
'mariag@brandacare.com', // Maria G. (admin)
Also update docs-tecnico/INDEX.html in the "Current Allowlist" table.
5Re-deploy both manuals
Drag-drop:
docs/→ Netlify site for public manualdocs-tecnico/→ Netlify site for technical manual (only if you modified the auth allowlist)
6Send to the new hire
Welcome email with:
- Manual URL:
https://manual.brandacare.com - Their Google Workspace credentials
- Suggest they start with TRN-ONB-002 Welcome + Culture, then TRN-ONB-001 Curriculum
- Tell them in the manual they'll see "YOUR TRACK" highlighted per their role (if not multi-track)
- Send them the bio questionnaire to complete (TRN-ONB-003 placeholder)
When an employee leaves BrandaCare
| Action | Where |
|---|---|
| Suspend email | Google Workspace admin |
| Remove from role-config.js | docs/brand/role-config.js |
| Remove from allowlist (if admin) | docs-tecnico/brand/auth.js |
| Re-deploy both manuals | Netlify |
| Change credentials they knew | OD, Stedi, Sheets, etc. |
Shared email
The email treatment@brandacare.com is the shared inbox the team uses to coordinate. It's already mapped as 'multi-track' — anyone using it enters the public manual and sees everything.