Electric IT Hub | One-Off Application Management

Introduction

Sometimes a team needs access to applications outside their standard group assignments—whether it's a designer who needs temporary access to a project management tool or a contractor who is assisting across multiple departments. One-off application management feature empowers admins to grant individual app access without the need for full onboarding or group restructuring.

Individual Application Access

• Grant specific applications to employees beyond their group-assigned apps, providing the flexibility to meet unique role requirements or temporary project needs.

Comprehensive Offboarding Visibility

• When offboarding an employee, IT Hub captures all application access—both group-assigned and individually added—ensuring no access is overlooked during departure.

Enhanced Employee Profile Options

The employee detail page on the employee profile now features dedicated tabs for better organization:

• Applications Tab: View and manage all application access in one place, including outstanding remove or add requests. 

• Onboarding/Offboarding Tab: Track progress when lifecycle processes are active

• Streamlined Interface: Cleaner tab organization makes it easier to find what you need

Instructions

Making One-Off Application Requests to Add/Remove an Employee

Add:

1. Navigate to the Employee Profile

   • Log in to the IT Hub

   • Select "Active Employees" from the People section

   • Click on the employee's name to open their profile

2. Access the Applications Tab

   • Click on the "Applications" tab in the employee detail view

3. Add Individual Application Access
   Click the "Add Application" button

   • Select the application you want to grant access to. Click "Add Application" to complete the process

What happens next depends on your application setup:

• Manual Process: If no automation is configured, an email notification and task in product will be generated for the designated Application Champion to manually create the account.

• Automated Process: If you've set up an application integration with account creation enabled, the system will automatically create the account without requiring manual intervention

Remove:

1. From the Applications Tab
   Navigate to the employee's Applications tab

   • Locate the application you want to remove

   • Click the three dots next to the application

   • Select "Remove Application"

   • Confirm the removal

What happens next depends on your application setup:

• Manual Process: If no automation is configured, an email notification and task in product will be generated for the designated Application Champion to manually remove or deactivate the account.

• Automated Process: If you've set up an application integration with account creation enabled, the system will automatically remove or deactivate the account without requiring manual intervention

Offboarding Modal:

When initiating an offboarding, the system now automatically includes: 

• All group-assigned applications

• All individually added (one-off) applications

• What happens next depends on your application setup:

  • Manual Process: If no automation is configured, an email notification and task in product will be generated for the designated Application Champion to manually remove or deactivate the account.

  • Automated Process: If you've set up an application integration with account creation enabled, the system will automatically remove or deactivate the account without requiring manual intervention

Manual Application Tasks versus Automated Tasks

As with all application related requests and tasks in IT Hub, one off management will obey whatever configurations are set prior within the applications page on how and who should manage the specific application.

• Manual Process: If no automation is configured, or the automation errors, the designated Application Champion will receive an email notification and task in the product to manually adjust the employee's access, which they can mark as complete. The table on the employee profile will not update until that person takes action on the task in the product.

• Automated Process: If you've set up an application integration with automation enabled, the system will automatically change the access without requiring manual intervention.The table on the employee profile will update when the process is completed by the automation.

Note: automations can be added and removed at any point, but they only apply to all actions taken after the point in which the connection between Electric and the third party App are complete.

Best Practices

• Strategic Application Management Use one-off applications for temporary project access, specialized tools, or role-specific needs that don't warrant creating new groups.

• Regular Access Reviews Periodically review individual application assignments to ensure they're still necessary and haven't become permanent needs that should be added to group definitions. If your applications are integrated, you can view those users per application in the “Access” tab. 

• Mark Tasks as Done ASAP Marking tasks as completed in the Task page of IT Hub  will help the IT Hub know who has access to which applications, which helps admins manage that access in the future.  

Questions about managing one-off applications? Our support team is ready to help you optimize your application management strategy. Reach out at product-support@electric.ai!