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Onboarding a new collaborator

Context​

Marie is the IT manager at DataFlow, an SME with 45 employees. Today, Julien, a new developer, is joining the team. He needs access to about ten applications on his first day: GitLab, Jira, Slack, email, the CRM, and several internal tools.

Before SmartLink, Marie had to:

  • Manually create accounts on each application
  • Generate temporary passwords and send them by email (not secure)
  • Hope that Julien actually changes his passwords
  • Respond to his "I forgot my password" emails in the following weeks
  • Maintain an Excel file to track access (never up to date)

Result: an entire morning lost, security risks, and a frustrated collaborator.

Step 1 — Prepare the access folder (5 minutes)​

Marie logs in to SmartLink with her VaultysID. She accesses the administrator area and opens the "Development Team" folder, already configured, which contains all the necessary applications for developers.

Step 2 — Invite Julien (2 minutes)​

Marie adds Julien as a member of the "Development Team" folder. Julien receives an invitation link by email.

Step 3 — Julien registers (3 minutes)​

Julien clicks the link, installs the SmartLink browser extension, and creates his VaultysID. His identity is verified cryptographically — no password needed.

Step 4 — Julien accesses his applications (immediate)​

As soon as he logs in, Julien sees all his applications on his SmartLink dashboard. One click is enough to log in to each of them: SmartLink automatically fills in the credentials thanks to the company vault.

What changes​

Without SmartLinkWith SmartLink
~2 hours of setup~10 minutes
Passwords sent by emailNo passwords exchanged
Forgotten or missing accessFull access from day one
No traceabilityComplete logging of each granted access

Features used​