Champion Checklist: Adding a new user group to KaiNexus

Important: This resource is intended for KaiNexus Champions responsible for overseeing the addition of new users to the platform.

Adding a new group of users to KaiNexus involves several important steps. This checklist helps ensure each group is properly configured, has the right access and visibility, and is set up for success within your improvement network.

Step One: Network Review

Every new user in the group must be assigned to a Network Location, so you’ll need to ensure the Network is updated accordingly to allow each user to be placed in the correct Location.

Pro Tip: In general:

Users overseeing work should sit at the highest Network Location for which they are responsible.
Frontline users should sit in the lowest Network Location where they perform work.

Step Two: Role Review

Each new user will need a System Role, so ensure the appropriate Roles are in place before creating the users.

You can use existing Roles or create new ones. Use the guidance below to determine if a new Role is needed:

Create a new Role only if users need access to a Workflow that existing Roles cannot access.
Ensure existing Roles have access levels that match the appropriate License Types for the new users (General, Pro, Pro+, Admin).

Pro Tip: If a new Role is created, impersonate a user with that Role to test functionality and visibility.

During this step, consider whether the new users need any specific notification settings. You will:

Decide which notification settings these users should have.
Review which notifications should be enabled by default.

Step Three: Board Review

Next, consider whether your organization’s existing Boards meet the needs of the new users or if they require different information or visualizations.

You should:

Review and update your Process Boards or My Boards as needed.
Test that each Board displays the correct data and is shared appropriately based on Role.

Step Four: Create the Users and Grant Access

It's time to add the users to KaiNexus. You can either add users manually or through User Import.

Important: If you are adding the users through User Import, contact your Customer Success Manager for help preparing an import file.

Regardless of your method, you will:

Assign each user the correct Role and Network Location.
- A user’s Role is linked to your contract’s License Types, so be mindful when assigning Roles. If you’re unsure which Role aligns with which License Type, please reach out to your CSM.
If you are using User Attributes, ensure they are included during your creation or import process.

If your organization uses Single Sign-On (SSO):

Confirm that new Users are added to the appropriate SSO User Group internally so they can access KaiNexus.
You may need to coordinate with your IT representative.

After the users are created, you'll determine when the accounts for these users should be activated.

Define how and when users will be entered into the system, and who will manage activation.
Typically, Users are added in SETUP status first, then activated when ready.

Step Five: Final Review

After creating and activating the users, verify the configuration by impersonating a test user. Check that the user:

Has the correct Default Board
Can access additional Boards and see the appropriate work
Is able to create the appropriate Templates