If you have a need for more than one Enboarder account (perhaps you would like one account per country or region, or you'd like separate accounts for your offboarding and onboarding experiences), then we can make this happen. Introducing the Parent and Sub-account concept!
After speaking to your Customer Success Manager, this option will be activated for you. Once activated, at the top left of your account, Administrators will see an option to 'Go to sub Accounts'. When clicking on this, you'll be able to either click on an account to log into that account, or click 'Add new' to create a new sub-account.
When clicking on 'Add new', you will be prompted to add an account name, pick which country the account is based in, and choose where you'd like your data stored (Europe, US or APAC).
Once created, Administrators in the Parent account will be able to jump in and out of all sub-accounts using the same 'Go to sub Accounts' option.
Sub-account access for Administrators in parent account
When configuring admin roles, there are 3 access rights that can be given to Administrators in the parent account:
No Sub-Accounts. This means that Administrators cannot view any sub-accounts.
2. Selected Sub-Accounts. This gives absolute control for managing access to any available account & admin permission-level for any selected account by selecting a role.
3. All sub-accounts. This gives simplicity for managing access rights & permissions to sub-accounts (one role for all available sub-accounts)
On top of these admin rights that can be configured in each account, data filters can also be activated to restrict which data can be viewed.
Impacts on workflow content between accounts
Currently workflows, sequences and modules are independent in each account. That means that a change made to content in one account will not update that content in another account. If you wish to push new content to other accounts, contact your Customer Success Manager who will sort this out for you.
Moving workflows from one account to another
If you want to move one or more workflows from one account to another, you'll need to reach out to your Customer Success Manager who will be able to do this for you.
Impacts on data between accounts
Similar to workflow content, data is currently independent in each account.
Benefits and limitations of parent and sub-account setup
When considering whether this type of account setup is right for you, here are some factors to consider:
Benefits:
Workflows are independent, which limits the risk of workflow content being overwritten
The list of workflows in one account will be much easier to manage if you have quite a number of workflows
It can make it easier to manage different use cases (e.g. knowing that all data in one account relates to onboarding, while in another it relates to offboarding)
It can make it easier for different countries and regions to own and manage their experiences
HRIS and ATS integrations can generally be configured to launch specific employee data into specific accounts, often with 1 integration build
SSO admins access can be configured once for the parent account, which will allow login access to all sub accounts on the same server (Europe, US or APAC).
Limitations
Because workflows are independent across accounts, updates to content requires transfer of content between workflows
Because workflow data is independent across accounts, parent account Administrators will need to go into each account (or have their Customer Success Manager assist) to collate all data
May require extra configuration with integrations, depending on systems used
Allows for much more access for sub-accounts to edit and create their own content, which may limit the ability for head office content control
Rest API's and Parent/Sub accounts
Customers with Parent/Sub accounts will now be able to launch, update and cancel workflows within their child accounts using the parent API Key or oauth2 token and the Child Account ID.
This reduces the need for the source system to manage multiple end points for each account allowing better management and control. The request detail and response will be available in both the parent and child accounts. If the parent key or token is incorrect the request will fail.
Check out all our API documentaion here!
Got questions about setting up Parent/Sub account or API Intergations? Reach out directly to your Customer Success Manager who will be able to assist with provisioning this for you.