This doc is designed as a template for IT Admins of small to mid-size companies who use Okta, and are looking for a way to manage the entire user account lifecycle—from creation to deactivation—all in one, centralized place.
Instead of having to switch back-and-forth between Okta and other spreadsheets, use this doc to perform basic account management tasks, such as creating and maintaining company rosters, managing employee onboarding, scheduling employee off-boarding, and tracking equipment orders.
Onboarding & Off-boarding tools
- This doc uses the
to create new Okta accounts for all new hires.
- View new hire equipment requests. Includes a customizable form requesting employee info and equipment preferences
- View and set up all new hire emails
- Schedule and prepare to de-activate outgoing team members
Ongoing Account Management
- View all user accounts for both new and existing employees
Frequently Asked Questions
Please note that all tools and tables in this doc can be customized. For more help & support with Coda, see
I can’t find the Okta pack or connect to. Why is this?
The Okta pack is available to all Coda Enterprise plans. Check with your IT Admin to find out which account you have. To learn more about Enterprise plans, check
What if I want to change attributes of User Profiles?
You’ll need to do log in to Okta to edit them in
Directory > Profile Editor
. To learn more, go to
How do I edit the New Hire form?
Hover to the top right of the ‘Edit new hire form’ table on the
page and click ‘
’ . From here, you can add more columns, edit existing ones, change the layout, and publish the form in order to share it as a link. To learn more see
Any tips for how to best manage application controls in Okta?
Many admins prefer to assign users access to tools based on the Groups individual users have been assigned to, rather than determining access on a per-user basis. This creates a cleaner record, and makes it easier to move users around when they change roles or teams. You, then, creat automated rules to determine which group users are assigned to. Groups are a core part of Okta and can be used to organize however you want, based on characteristics that will be shared by all of its group members, such as the types of applications they have access to, the level of access, access expiry dates, etc.
Example of groups in Okta
Create an Okta group called ‘ENG’ so anyone from the Engineering team can be automatically assigned to all the applications and access levels available to engineers
Create self-serve group for applications that don’t require authorization
Create a group that grants temporary access for application trials, one-time analysis or reports, etc.)