Every company or organization adds new staff or members. This requires them to issue new e-mail addresses and give the new team members various access rights and login details. To deal with this situation, Hostpoint has revised its e-mail onboarding procedure to help you conduct the process in a simple and secure way.
The challenge: insecure password sharing
Even today, passwords are all too often communicated via insecure channels – in the worst case, saved as plain text or even handed out on a piece of paper. This carries risks:
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Data misuse:
if a password is intercepted or falls into the wrong hands, it can be used to obtain unauthorized access to sensitive e-mails and documents. -
Lack of control:
who received the password? Has it been passed on or was it already changed? -
Increased vulnerability:
shared passwords are often not changed immediately, which creates a long-term security risk.
Particularly in stressful situations, it can be tempting to just “shoot the password over.”
E-mail onboarding from Hostpoint
Hostpoint’s E-mail Onboarding makes inviting new users into the Hostpoint Cloud Office environment not only more secure but also easier. Instead of receiving passwords manually, new users receive an invitation to set up their accounts independently – quickly, transparently and without additional effort by administrators. For freelancers, organizations and companies with flexible working models, to name a few examples, this can be a quick and practical solution.
Onboarding in three simple steps:
- The administrator logs into the Hostpoint Control Panel with their Hostpoint ID and clicks the “Open” button to go to the “E-Mail and Cloud Office” overview.
- After clicking the “Create e-mail address” button, they enter new e-mail address for the user in the form and activate the “Don’t set a password, send an invitation link instead” option.
- They enter the desired e-mail address (in this case the first and last names of the new user) in the top field. The lower address field is for the user’s recipient address to which they already have access (e.g. their private e-mail address with Hostpoint). The invited person receives an e-mail with a temporary invitation link and chooses their own new password, which is only known to them.
Administrators can see at any time which invitations are active and revoke the link and re-send it if there are any issues.
A professional start made easy
With e-mail onboarding from Hostpoint, new team members get prompt access to their Cloud Office and are immediately included in communications. The linked calendar and contacts are available right away and get things off to an easy start, whether the person is on site or working from home.
A smooth start not only gives the new employee a positive first impression but also makes them feel welcome as part of the team right off the bat. This sense of community is great in any setting – whether it’s a conventional office or a flexible working model with remote work. You can read more about our experience with working from home at Hostpoint in our blog article on the subject of remote work.
See for yourself and integrate new employees quickly, securely and easily with the new e-mail onboarding from Hostpoint.
