Onboarding Help

For non-tech users getting ready for IT onboarding

Your IT provider may have asked you to provide your Microsoft 365 admin credentials — but what does that mean, and where do you find them?

Let’s break it down simply.

What Are Microsoft 365 Admin Credentials?

Admin credentials give full control over your Microsoft 365 system — including:

• Managing user accounts and passwords
• Accessing billing and licenses
• Configuring company-wide email, security, and apps

If you’re the owner of the business or were the first person to set up the company’s email with Microsoft, you likely have the admin login.

How to Check if You’re the Admin

1. Visit https://admin.microsoft.com
2. Try logging in using your work email and password

• If you get into the Microsoft 365 Admin Center, you’re the admin.
• If you see a message that says you don’t have permission, then you're not the admin — someone else is.

What If You’re Not the Admin?

Ask the person who:

• Originally set up your company email system
• Receives Microsoft billing emails
• Has helped reset user passwords before
• Works with your current IT provider

That person likely has the admin credentials (or can point you to them).

What Your IT Provider Needs:

• The admin email address (e.g., admin@yourcompany.com)
• The admin password (shared securely!)
• (Optional) Multi-Factor Authentication (MFA) code if it's enabled
• (Optional) A temporary access code or create a new admin account for the IT provider if you prefer

How to Share This Securely

Never email credentials. Ask your IT provider for a secure upload method (e.g., encrypted form, password vault, or secure file drop).

Still Unsure?

If you're stuck, don’t worry — your IT team can walk you through it or help identify who the admin is. No technical background needed.

✅ Quick Checklist:

• I logged in at https://admin.microsoft.com
• I confirmed I have admin access
• I have a secure way to share the credentials

For non-tech users getting ready for IT onboarding

If your IT provider asked for your Google Workspace admin credentials, here’s what you need to know — in plain English.

What Are Google Workspace Admin Credentials?

These are the login details that control your company’s Google account:

• Managing users and passwords
• Setting company email rules
• Accessing billing and security settings

If you’re the business owner or were the one who originally set up Google Workspace, you probably have the admin account.

How to Check If You're the Admin

1. Go to https://admin.google.com
2. Try logging in with your work email and password

• If you land in the Google Admin Console, you’re the admin
• If you get an error or "You don’t have access," then you’re not an admin

What If You’re Not the Admin?

Ask the person who:

• Set up your company’s Gmail or Google Drive
• Receives Google Workspace billing emails
• Has added or removed user accounts before

They probably have the admin login or know who does.

What Your IT Provider Needs:

• The admin email address (e.g., admin@yourcompany.com)
• The admin password (shared securely!)
• If 2-step verification is enabled, a way to pass the temporary code
• Optional: you can also create a new admin user for your IT provider instead of sharing your own

How to Share This Securely

Never email passwords. Use a secure form, encrypted vault, or ask your IT provider for their secure method.

Still Confused?

No problem — your IT team can help figure out who has admin access and guide you through it. It’s a normal part of onboarding.

✅ Quick Checklist:

• I logged in at https://admin.google.com
• I confirmed I have admin access
• I have a secure way to send the credentials

For non-tech users helping with IT onboarding

Your IT provider may ask for your domain host credentials — especially if they’re helping with email, website, or DNS management. If you're not sure what that means, don’t worry. This guide is here to walk you through it.

What Is a Domain Host?

A domain host is the company where your website domain name was purchased or is managed — like:

• yourcompany.com
• yourcompanylawfirm.net

Common domain hosts include:

• GoDaddy.com
• Namecheap.com
• Google Domains (now moved to Squarespace)
• Bluehost
• Network Solutions

Why Does Your IT Team Need This?

Your domain host controls important settings like:

• Where your email gets delivered (MX records)
• Where your website points to
• Security settings like DNS and SPF records

Accessing this helps your IT provider make changes quickly and securely — especially when setting up Microsoft 365, Google Workspace, or cybersecurity tools.

Step-by-Step: How to Find the Login Info

1. Try to remember where your domain was registered.
   Check for past invoices or emails with subjects like:
   • "Welcome to GoDaddy"
   • "Your domain is renewing soon"
   • "Order confirmation for yourcompany.com"
2. Go to the domain provider’s website.
   Example: https://www.godaddy.com
3. Click “Sign In” and try your usual business login email.
   You may need to reset the password using your business email.
4. Check for a dashboard that shows your domain name (e.g., yourcompany.com) and DNS settings.
   If you can see/edit DNS, you're in the right spot.

What Your IT Provider Needs:

• The login URL (e.g., https://www.godaddy.com)
• The admin username or email address
• The password
• (Optional) 2-step verification code, if enabled

What If You Don’t Know the Login?

Try asking:

• Whoever originally bought your domain (maybe your website designer or old IT provider)
• Your office manager or bookkeeper (they may have the invoice)
• Check your email for old registration or renewal notices

Still stuck? Your IT provider may be able to help you recover access with proof of domain ownership.

How to Share It Safely

Never send your domain credentials by regular email. Ask your IT provider for a secure upload form, password manager share, or other encrypted method.

✅ Quick Checklist:

• I know where my domain is hosted
• I can log in and view/edit DNS settings
• I have a secure way to send this info to my IT provider

For non-tech users helping with IT onboarding

As part of your IT onboarding, you may be asked to provide your Wi-Fi network names (SSIDs) and passwords — including for your guest network if you have one.

If you’re not sure what that means or how to find it, don’t worry. This guide will walk you through it.

What Is an SSID?

SSID stands for Service Set Identifier — it’s just a fancy term for the name of your Wi-Fi network. It’s what shows up when you click the Wi-Fi icon on your phone or laptop.

Examples:

• CompanyWiFi
• CompanyGuest
• Linksys1234
• MyBusinessSecure

What Your IT Provider Needs:

• Main Wi-Fi network name (SSID)
• Main Wi-Fi password
• Guest Wi-Fi network name (if available)
• Guest network password (if it exists)

This information helps your IT team connect devices, secure your network, and set up tools like backups, printers, or remote access.

Where to Find Your Wi-Fi Info

Option 1: Check a Sticker on Your Router

If your Wi-Fi network was never renamed, the SSID and password may be printed on the bottom or back of your router or modem.

Look for:

• SSID / Network Name
• Wi-Fi Key / Network Password

Option 2: Ask the Person Who Set It Up

The person who originally installed your internet or set up the office Wi-Fi (a tech, IT company, or internet provider) may know or have the info stored.

Option 3: Look on a Connected Computer

If you’re already connected to the Wi-Fi:

• On Windows:
  • Open Command Prompt, type netsh wlan show profile name="YourNetworkName" key=clear
  • Look for Key Content — that’s your password
• On Mac:
  • Open Keychain Access
  • Search your Wi-Fi name
  • Double-click, then check “Show password” (you’ll need your computer password)

Don’t Know the Guest Network Info?

You may not have one — and that’s fine. If you're not sure whether your network supports guests, your IT provider can help figure it out during onboarding.

How to Share This Information

Please don’t email this info in plain text. Use a secure sharing method like your IT provider’s upload form or a secure note platform.

✅ Quick Checklist:

• Main Wi-Fi name and password located
• Guest network name and password (if available)
• Shared securely with IT provider

For non-tech users helping with IT onboarding

As part of your IT onboarding, your provider may ask for your printer admin credentials. That just means the username and password used to access the printer’s settings.

If that sounds unfamiliar, don’t worry — this guide breaks it down in simple terms.

What Are Printer Admin Credentials?

These are the login details used to:

• Manage printer settings (network, security, etc.)
• Set up scanning to email or shared folders
• Install software updates
• Control access to color printing, copying, etc.

Your IT provider needs this to connect the printer to your network, apply security settings, and support your team.

Step-by-Step: How to Find Them

Option 1: Try the Default Login

Most printers use a default username and password unless someone changed them. Here are common examples:

Brand	Default Username	Default Password
HP	admin	admin or blank
Canon	admin	admin or 123456
Brother	admin	access
Xerox	admin	1111
Ricoh	admin	password
Kyocera	Admin	Admin or 0000

If the default doesn’t work, someone in your company may have changed it.

Option 2: Access the Printer’s Web Portal

If your printer is on the network, you can access it like a website:

1. Find the printer’s IP address
   • Often shown on the printer’s screen under Network Settings
   • Example: 192.168.1.55
2. Type the IP address into a web browser
   • Example: http://192.168.1.55
3. You should see the printer’s settings page.
   • Try logging in with the default admin credentials listed above.

Option 3: Ask the Person Who Set It Up

If your printer was installed by an IT company or copier vendor, they may have set a custom password. Contact them or check any documentation they left behind.

What Your IT Provider Needs:

• Printer model (e.g., HP LaserJet Pro 400)
• IP address (if known)
• Admin username and password
• Any scan-to-email or scan-to-folder settings (if used)

How to Share This Info Securely

Don’t email this in plain text. Ask your IT provider for a secure form or encrypted password sharing method.

For non-tech users helping with IT onboarding

As part of your onboarding, your IT provider may ask for a copy of your internet service bill. This helps them confirm what type of internet connection you have, who provides it, and how it’s currently set up.

If you’re not sure how to get that — don’t worry. This quick guide explains exactly what to look for and how to find it.

Why Does My IT Provider Need This?

Your internet bill shows details that help your IT team:

• Confirm your internet provider (e.g., Comcast, CenturyLink, Ubiquity, Verizon, etc.)
• Identify your speed and plan (e.g., 500Mbps, static IP, etc.)
• Determine if you have a static IP address, which is important for firewalls and remote access
• Troubleshoot future connectivity issues quickly

What They’re Looking For:

• Provider name (e.g., Comcast Business, AT&T, etc.)
• Internet plan or speed tier
• Static IP address (if listed)
• Contact/account number (for reference)
• Monthly cost (optional)

How to Get a Copy of Your Internet Bill

Option 1: Log Into Your Internet Provider’s Website

Look for a provider like:

• Comcast Business
• CenturyLink
• Verizon
• Google Fiber
• AT&T Business

Once logged in:

• Find your billing or statements section
• Download a PDF copy of your most recent bill

Option 2: Check Your Email

Many providers email monthly statements. Search your inbox for terms like:

• “Internet bill”
• “Monthly statement”
• The name of your internet provider

Option 3: Ask Your Office Manager or Bookkeeper

If someone else handles bills for your business, they likely have access to the internet bill or know where it’s stored.

How to Share the Bill Securely

Download the bill as a PDF, then upload it using the secure method your IT provider has shared (e.g., secure portal, encrypted form, etc.). Don’t email it unless instructed otherwise.

For non-tech users helping with IT onboarding

As part of your IT onboarding, your provider may ask for a copy of your VoIP phone bill. If you're unsure what that means or where to find it, don’t worry — this guide makes it easy.

What Is a VoIP Phone Bill?

If your business phones run through the internet (not traditional phone lines), you’re likely using a VoIP system. These services often come from companies like:

• RingCentral
• Vonage
• Nextiva
• 8x8
• Zoom Phone
• Comcast Business Voice
• Ooma
• Grasshopper
• Intermedia
• Dialpad

Your monthly VoIP bill includes information about:

• How many phone lines or users you have
• What features you're paying for (voicemail, auto-attendant, etc.)
• Your provider’s support info and account details

Why Does Your IT Provider Need This?

Your IT team uses this to:

• Confirm your current provider and services
• Help transition phones if needed
• Troubleshoot or optimize your setup
• Ensure phone systems integrate correctly with your network

How to Find the Bill

Option 1: Log into Your VoIP Provider’s Website

Search your inbox or browser history for the name of your phone provider. Then:

1. Go to their website (e.g., https://www.ringcentral.com)
2. Sign in with your business admin email
3. Look for a billing or invoices section
4. Download your most recent monthly statement as a PDF

Option 2: Search Your Email

Search for:

• “Your monthly invoice”
• “VoIP bill”
• “[Provider Name] statement”
• Or just the provider name (e.g., “RingCentral”)

Option 3: Ask Whoever Manages Phones

If someone else set up or manages your phones (e.g., an office manager, receptionist, or past IT company), they might have the login or PDF copies on file.

What to Share with Your IT Provider:

• A copy (PDF) of your most recent VoIP phone bill
• If possible: the account login email (don’t include the password unless sharing through a secure method)

How to Send It Securely

Never email login details or account info in plain text. Ask your IT provider for a secure file upload or encrypted form.

For non-tech users helping with IT onboarding

As part of your IT onboarding, your provider may ask for copies of your software license bills. These are subscriptions your business pays for tools that help with daily operations — like managing cases, documents, or communications.

What Are 3rd Party Software Tools?

These are any cloud-based or locally installed services your business uses, such as:

• Legal/case management (e.g., Clio, MyCase)
• Accounting & finance (e.g., QuickBooks, Xero)
• Document storage (e.g., Dropbox, Google Drive)
• PDF editing (e.g., Adobe Acrobat)
• Video conferencing (e.g., Zoom)
• E-signatures (e.g., DocuSign)
• Security tools (e.g., LastPass, Bitdefender)

Your software license bill shows details like:

• The number of users or seats
• Your current subscription plan
• Billing frequency and renewal dates

Why Does Your IT Provider Need This?

Your IT team uses this information to:

• Understand which tools you rely on
• Check if those tools are secure and up to date
• Ensure license settings are backed up or transferred smoothly
• Identify opportunities to consolidate or save costs

How to Find the Bill

Option 1: Log into Each Provider’s Website

1. Visit the website for the tool (e.g., www.clio.com, www.adobe.com)
2. Click Log In
3. Use your admin or billing account
4. Navigate to Billing or Invoices
5. Download the most recent invoice or subscription summary (PDF or screenshot is fine)

Option 2: Search Your Email
Use keywords like:

• “Invoice from [Software Name]”
• “Your monthly subscription”
• “Payment confirmation”
• “Receipt for [Tool]”

Option 3: Ask a Team Member or Bookkeeper
If someone else handles billing or software setup (like an office manager, accountant, or former IT provider), they may already have the documents or logins you need.

What to Share with Your IT Provider:

• A copy (PDF or screenshot) of your most recent software license bills
• If possible: the login email associated with the billing account
  (Don’t include passwords unless you’re using a secure upload method.)

How to Send It Securely

Avoid sending passwords or sensitive details by plain email. Ask your IT provider for a secure upload link or encrypted submission form.

For non-tech users helping with IT onboarding

As part of your IT onboarding, your provider may ask for a copy of your business’s printer leasing contract. This helps your IT team understand what devices you're using, who services them, and how they connect to your network.

What Is a Leasing Printer Contract?

If your business doesn’t own its office printers outright, you’re likely leasing them from a vendor. These contracts often include:

• Printer/copier model numbers
• Monthly print volume and usage limits
• Maintenance and toner replacement agreements
• Contact info for support or repairs
• Network installation or management services

You may have a leasing agreement with companies like:

• Les Olson Company
• Xerox
• Canon
• Konica Minolta
• Sharp
• Ricoh
• Kyocera

Why Does Your IT Provider Need This?

Your IT team uses this information to:

• Understand which printers/copiers are in use
• Coordinate network printing setup
• Ensure printer drivers and access are configured properly
• Know who to contact for toner, maintenance, or replacement
• Avoid service interruptions during the transition

How to Find the Contract

Option 1: Search Your Email or Files
Look for:

• “Printer lease agreement”
• “Copier contract”
• “[Vendor Name] lease”
• “Office equipment agreement”

Check your inbox, desktop, or shared drive for a PDF copy.

Option 2: Ask Your Office Manager or Finance Team
If you’re not sure who handles this, ask the person who ordered or manages the office printers. It could be:

• Office administrator
• Bookkeeper or accountant
• Former IT company

Option 3: Contact Your Printer Vendor
If you know the vendor but can’t find the document, give them a quick call or email and ask for a copy of your current leasing contract.

What to Share with Your IT Provider:

• A copy (PDF or scanned image) of the leasing agreement
• If possible: the vendor’s name and service contact info

How to Send It Securely

Never email sensitive contracts or login details without encryption. Use your IT provider’s secure upload link or ask for a secure form if needed.

For non-tech users helping with IT onboarding

As part of your IT onboarding, your provider may ask for a copy of your cybersecurity insurance policy or details about your provider. This helps ensure your technology setup aligns with your policy’s coverage and compliance requirements.

What Is Cybersecurity Insurance?

Cybersecurity (or cyber liability) insurance helps protect your business from financial losses due to things like:

• Data breaches
• Ransomware attacks
• Business email compromise
• Compliance fines
• Legal costs from cyber incidents

Your policy is typically issued by a business insurance broker or agency. You may have it bundled with general business insurance or as a standalone policy.

Why Does Your IT Provider Need This?

Your IT team uses this information to:</p**

• Understand your policy requirements and coverage limits
• Ensure your network meets required security standards
• Help you remain compliant (e.g., MFA, backups, employee training)
• Support you more effectively in the event of a cyber incident

How to Find the Policy

Option 1: Check Your Email
Search for:

• “Cyber policy”
• “Cybersecurity insurance”
• “Cyber liability”
• “[Your Insurance Broker Name] policy”

Look for the most recent PDF policy or renewal confirmation.

Option 2: Ask Your Insurance Agent or Broker
If you can’t find it, contact your business insurance representative and ask for:

• A copy of your active cyber liability policy
• Your policy number and coverage summary
• Contact information for claims or emergencies

Option 3: Check Your Files or Shared Drive
Sometimes your policy is stored with other insurance paperwork in digital or printed form. Look for anything labeled “cyber,” “technology,” or “liability” policy.

What to Share with Your IT Provider:

• A copy of the full policy or coverage summary (PDF is best)
• The name of the insurance company or broker
• The policy number and expiration/renewal date

How to Send It Securely

Because this is sensitive information, always use a secure upload link or encrypted method provided by your IT partner. Avoid sending policy details over plain email unless instructed otherwise.

For non-tech users helping with IT onboarding

As part of your onboarding process, your IT provider may ask for a current list of employees. This helps them configure accounts, licenses, and device setups accurately—and ensure everyone gets the access they need from day one.

What Is an Employee Directory?

It’s a simple list of everyone currently working at your company, including:

• Full name
• Job title
• Company email address
• Phone number or extension (if applicable)
• Mobile number (if they use it for work)
• Notes on contractors, part-time staff, or special access needs

Why Does Your IT Provider Need This?

Your IT team uses this to:

• Set up Microsoft 365 or Google Workspace accounts
• Assign software licenses appropriately
• Match devices to users
• Configure phone extensions or email signatures
• Prepare onboarding or offboarding workflows

How to Create the List

Option 1: Update the Excel Sheet We Sent You
We’ve included a secure file share link that contains a pre-built Excel sheet. Simply open the file and:

• Fill in the employee details you know
• Leave blank any fields that don’t apply
• Save the file—it will update automatically on our end

Option 2: Create Your Own Spreadsheet or Table
If you prefer, you can make your own list in Excel, Google Sheets, or Word with columns like:

Name	Title	Email Address	Phone Extension	Mobile (if applicable)
Jane Smith	Office Manager	jane@yourcompany.com	101	(555) 123-4567

Option 3: Export from an HR or Payroll System
If you use Gusto, ADP, BambooHR, or similar software, you may be able to export a list directly.

Option 4: Ask Your Office Manager or HR Contact
If someone else manages the team, they may already have this list ready.

What to Share with Your IT Provider:

• Your completed Excel sheet from our secure file share (preferred)
• Or: a spreadsheet or document listing all current employees
• If known: indicate any admin users, remote workers, or special roles
• Include new hires starting soon, if possible

For non-tech users helping with IT onboarding

As part of your onboarding, your IT provider may ask for your static IP address information. This is a common request and helps ensure your internet and network services are properly configured from day one.

What Is a Static IP Address?

A static IP is a permanent internet address assigned to your business by your internet service provider (ISP). Unlike a dynamic IP (which can change), a static IP stays the same—and is often used for:

• Remote access to your network or servers
• Secure VPN connections
• Hosting email or web services
• Reliable VOIP phone configuration

Why Does Your IT Provider Need This?

Your IT team uses this information to:

• Configure firewalls, routers, and remote access
• Set up secure connections to cloud services or vendor platforms
• Prevent connection disruptions or security issues
• Troubleshoot your network more easily

How to Find It

Option 1: Check Your Internet Service Bill or Welcome Email
Your ISP (e.g., Comcast Business, CenturyLink, Verizon, etc.) may list your static IP address or IP block in one of the following places:

• Monthly invoice or billing statement
• Service summary or technical overview
• Welcome email when service was first installed

Look for entries like:

• Static IP or IP Address
• CIDR Block (e.g., 207.183.24.32/29)
• Gateway address or Subnet

Option 2: Log Into Your ISP Account

1. Go to your provider’s website (e.g., business.comcast.com)
2. Sign in with your admin or billing credentials
3. Look under My Services, Internet Settings, or Network Details
4. Download or screenshot your IP address information

Option 3: Call Your Internet Provider
If you can’t locate it yourself, call your ISP’s business support line and ask:

“Can you provide me with our assigned static IP address or IP range for our business internet account?”

Be ready to verify your account (name, phone number, account number, or service address).

What to Share with Your IT Provider:

• The static IP address or IP block (e.g., 207.183.24.35 or 192.168.1.0/30)
• The gateway and subnet mask (if available)
• The name of your internet provider

You can copy/paste this into the secure file share, or jot it down in the notes section of the onboarding Excel sheet.

How to Send It Securely

Use the secure upload link we’ve provided. If you need help, just reach out and we’ll walk you through it—no worries!