Getting a new teammate up and running in your reward or promotion stack sounds simple—until you’re knee-deep in permissions, integrations, and Slack messages like, “Hey, why can’t I see anything?” This guide is for anyone responsible for onboarding people into Talon.One, whether you’re in product, marketing, or IT. You want a checklist, not a sales pitch.
Let’s walk through the real process, step by step, and flag what you can skip, what needs a little extra care, and how to avoid the classic “whoops, you can’t click that” problems.
Step 1: Figure Out What Access the New Person Actually Needs
Before you even touch the admin panel, stop. Ask yourself (or your team): What’s this person supposed to do in Talon.One? The platform’s flexible, but that means there’s also a ton you probably don’t want everyone touching.
- Typical roles:
- Developer: Creates/edits integrations, manages API keys.
- Marketer: Builds campaigns, analyzes performance.
- Analyst: Views reports, exports data.
- Admin: Full control (usually rare—don’t hand out lightly).
Pro tip:
Don’t default everyone to admin. It creates headaches later, especially in audits or if someone moves on.
Step 2: Prep the New Team Member
Sounds basic, but skipping this step leads to Slack chaos. Make sure your new teammate:
- Has a work email address set up (Talon.One only allows email invitations).
- Knows what their role will be (from Step 1).
- Has basic context on what Talon.One does, or at least isn’t walking in blind.
If your org uses SSO (Single Sign-On), double-check they’re in the right directory group before you invite them.
Step 3: Add the User in Talon.One
Here’s the straightforward part—if you’ve got the right permissions.
- Log in to Talon.One and go to the dashboard.
- Navigate to “Team Management”:
This might be under “Settings” or “Account,” depending on your setup. Sometimes it’s called “Users.” - Click “Invite User” or “Add Team Member.”
- Enter their work email and assign the correct role (see Step 1).
- Set up workspace permissions (if you use multiple workspaces, e.g., for staging vs. production).
- Send the invite.
What works:
The invite email is usually instant. If it’s not in their inbox within a few minutes, tell them to check spam.
What’s clunky:
You can’t set a temporary password or pre-fill their profile. The new user has to follow the link and set things up themselves.
Step 4: Confirm the User Sets Up Their Account
The person you invited gets an email from Talon.One. Here’s where it sometimes falls apart:
- The link expires after a certain period (usually 24 hours).
- If they don’t see it, have them check spam and promotions folders.
- Sometimes, company firewalls or security tools block the email. If it never arrives, try resending or contact IT.
Once they click the link:
- They’ll set a password (or go through SSO if you’ve got that set up).
- They’ll land in the dashboard, with access limited to the role you picked.
Pro tip:
If you’re onboarding several people, do it in batches and keep a checklist. It’s easy to lose track.
Step 5: Set Up Integrations, API Keys, or Webhooks (If Needed)
Not everyone needs this, but if your new team member is technical or handles campaign setup, they might need:
- API keys: For connecting apps or running scripts.
- Webhooks: To listen for events in real time.
- Sandbox access: For testing without breaking anything in production.
How to do it:
- Go to “Developers” or “Integrations” in Talon.One.
- Create the necessary API keys or webhook endpoints.
- Assign them to the right workspace or campaign.
- Share credentials securely—never just slap them in email or Slack.
What to ignore:
If someone’s just running reports or building basic campaigns, skip this step. No need to overcomplicate.
Step 6: Show Them Around (Briefly)
A good onboarding isn’t just “Here’s your login, good luck.” Take 10 minutes to point out:
- Where to find main campaigns and segments.
- How to check logs or errors (so they’re not pinging you for every hiccup).
- Where documentation lives—Talon.One’s help docs are decent, but some things (like advanced rule setup) get tricky.
- How to contact support, or who inside your company knows the product best.
Pro tip:
Skip the hour-long “deep dive” unless they ask for it. Most people learn faster poking around on their own, but they need to know where to look when stuck.
Step 7: Set Up Notifications and Permissions (Optional, But Useful)
Depending on your workflow, it might help to:
- Set up email or Slack notifications for campaign events, errors, or approvals.
- Double-check permissions in a week—sometimes people need more/less access once they settle in.
- Review audit logs (if you’re in a regulated industry) to see what’s changed since the new person joined.
Most teams skip this, but it saves headaches if you’re dealing with compliance or a lot of moving parts.
Step 8: Clean Up and Document
You’re almost done. For your own sanity:
- Note who has what access (in a shared doc, not just in your head).
- Remove access for test accounts or people who left.
- Update your onboarding checklist for next time—what tripped you up, what was easy.
Honest take:
Most onboarding guides skip this, but it’s the difference between a smooth setup and “Who the heck is ‘testuser123’ with admin rights?”
What You Can Skip (And What You Shouldn’t)
Skip:
- Overcomplicated permission schemes if you’re a small team. Start simple.
- Assigning everyone to every workspace by default.
- Extra training sessions unless the person is brand new to SaaS tools.
Don’t skip:
- Choosing the right role from the start.
- Confirming the invite went through.
- Documenting who has access.
Keep It Simple, Review, and Adjust
Onboarding someone to Talon.One doesn’t have to be a slog. You just need a clear process, a bit of prep, and the discipline to document what you’re doing. Start with the basics, don’t overthink it, and tweak your process as your team grows. Most mistakes happen when you try to do everything at once—so keep it simple, iterate, and you’ll thank yourself later.