YEA Business · Admin
Team page →
Private · YX Only

Onboard a New Member

For each tool A through H below: follow the admin steps to create the account, then drop the resulting username and password into the credential fields under that tool. When all 8 are done, hit Generate Link at the bottom to issue a personalised onboarding URL. Click any text on this page to edit it; links remain clickable in edit mode.

Workflow

Order of operations

  1. Collect the new joiner's full name and personal Gmail from HR.
  2. Enter the name in the form below and work through tools A → H, filling credentials as you create each account.
  3. Add the joiner's new @yeabusiness.com address to the master calendar list (under Tool B).
  4. Click Generate Link. Copy the resulting URL.
  5. Send the link to the joiner's personal email together with a short welcome message.
Step 0 · Identify

Who are we onboarding?

The link will be onboard.yeabusiness.com/setup/firstname-lastname-xxxxxx — name segment is what the recipient sees, 6-char random suffix keeps the link unguessable.

Step 0.5 · Personal info

New joiner's intake form

Copy from the [New YEAPI Setup Information Template] the joiner sent you. These details are stored with the member record so you can look them up later — and the right ones automatically appear on the joiner's onboarding page (e.g. their personal email shows up under Monday.com so they know which inbox to use for the invitation).

A
Step A · Company Email

Gmail (Google Workspace admin)

Open Google Admin ↗

Create a new user under your Google Workspace tenant. They need this email first because every other tool's invitation lands here.

Admin Step 1 Create the user

Open admin.google.com → Directory → Users → Add new user. First and last name, primary email is firstname + lastname (no spaces), all lowercase, e.g. floraloh@yeabusiness.com. Let Google generate a temporary password and copy it down.

Admin Step 2 Assign licence

Assign a Business Standard licence so Gmail / Drive / Calendar work. Copy the username and temporary password into the fields below.

Credentials to record
B
Step B · Schedule & Appointments

Google Calendar

Open Google Calendar ↗

No per-account admin setup — the joiner shares their own calendar themselves. But you need to update the master email list so future joiners share with this person too.

Admin Step 1 Add new joiner to the master Calendar list

Type the joiner's new @yeabusiness.com email into the box below, press Enter to add, then click Save list. From this moment on, every onboarding link generated includes this person in its snapshot.

Master calendar email list
0 emails
C
Step C · Files & Collaboration

Google Drive

Open Google Drive ↗

Share the folders this person actually needs based on their role. Don't blanket-share everything.

Admin Step 1 Share role-specific folders

In Drive → right-click each relevant folder → Share → enter their @yeabusiness.com email → set role (Viewer / Commenter / Editor). Typical role bundles:

  • PE / SEO: Client deliverables, SEO Reports, Templates
  • BD: Pitch decks, Proposals, Client info
  • Designer: Brand assets, Templates
Per-member credentials
No login credentials — invitation-based
D
Step D · Daily Tasks

Monday.com

Open Monday workspace ↗

Invite via personal email — Monday accounts are seat-based and we use personal Gmail so the seat stays with the person, not the company.

Admin Step 1 Invite to workspace

Open monday.com → top-right avatar → Invite members → enter their personal Gmail → assign relevant boards / teams → send. The invitation lands in their personal inbox.

Per-member credentials
No login credentials — invitation-based
E
Step E · Internal File Access

Microsoft Teams (Microsoft 365 admin)

Open M365 Admin ↗ Open Teams ↗

Create a user in Microsoft 365 admin centre with a temporary password. The joiner sets up 2FA themselves at first login.

Admin Step 1 Create the user

Open admin.microsoft.com → Users → Active users → Add a user. Same @yeabusiness.com email as Gmail. Set a temporary password and tick "Require this user to change their password when they first sign in".

Admin Step 2 Assign Teams licence

Assign Microsoft 365 Business Standard (or higher). Copy the username and temp password into the fields below.

Admin Step 3 Add to internal Teams channels

Open Teams → relevant Team → … → Add member → search their email → add. Standard channels: General, Internal Files, plus role-specific ones.

Credentials to record
F
Step F · Ad Management

Facebook (Meta Business Suite)

Open Business Settings ↗

Invite via their personal Facebook account — Business Manager is tied to a personal FB profile, not an email/password account.

Admin Step 1 Add to Business Manager

Open business.facebook.com → Settings → Users → People → Add → enter their @yeabusiness.com email (the invite often lands in Gmail's Social tab) → choose role (Employee / Admin) → assign the client ad accounts and Pages they'll work on.

Per-member credentials
No login credentials — invitation-based
G
Step G · HR & Payroll

Autocount HRMS

Add the new joiner as an employee record so they get a payslip and can submit claims and leave.

Admin Step 1 Create employee record

Open Autocount HRMS → HR → Employee Maintenance → New. Enter personal details, IC, position, salary, start date, EPF / SOCSO numbers if available. Save.

Admin Step 2 Send self-service invitation

In the employee record → Self-Service → Send invitation to their @yeabusiness.com email. The email contains the AC Payroll mobile login link.

Per-member credentials
No login credentials — invitation-based
H
Step H · Internal System

YEAPIgo

Open YEAPIgo ↗

Create the user in YEAPIgo admin with a starter password — the joiner changes it on first login.

Admin Step 1 Create user in YEAPIgo admin

Open yea.autosend.com.my → admin login → Users → Add user. Use their @yeabusiness.com email + a starter password (e.g. firstname123). Assign their role (PE / BD / Admin / Designer).

Credentials to record
Optional

Other credentials

For any extra tool not in A–H above. Free-form label/value pairs.

Final step

Generate onboarding link

On click: a snapshot of the current master email list is bundled with this member, the credentials above are saved, and a unique URL is returned. Send it to the joiner's personal email.

Records

All generated members

Click any row to expand and view that member's saved credentials and snapshot email list. Revoking returns 404 immediately and cannot be undone.

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Admin Consoles

All tool admin links

Every admin console in one place. Click Copy all links to grab them all, then paste into your browser to open them in one go while setting up a new joiner.