Apple Business Manager: Employee & Employee Apple ID/iPad Setup

Apple Business Manager:

Add Employees & Apple ID/iPad Setup Guide

If you manage devices for a growing team, you already know that handing a brand-new iPad to an employee isn't as simple as just taking it out of the box. Security, app management, and company data protection are huge priorities. That is exactly where Apple Business Manager (ABM) comes in.

Setting up devices through ABM ensures your company retains control of the hardware and data while giving your employees a seamless onboarding experience. But if you're new to the platform, the workflow can be a little confusing.

To help simplify things, I’ve put together this start-to-finish guide on how to onboard a new employee, set up their iPad, and offboard them when it's time to part ways.

Before you begin:

1. You must have already have an active Apple Business Manager account already set up, validated, and activated by Apple.
2. You will also need to have Admin and/or IT Manager accounts setup and ready to go in order to complete the administrative steps that will follow. 
3. You also will have needed to verify the domain you would like to use (@yourbusiness.com) with your ABM account, by adding a required TXT file to your domain's hosting DNS settings for verification/use.

Phase 1: Administrator Setup (Within ABM)

This is the behind-the-scenes work. As the IT admin, you must complete these steps before the employee even looks at their new device.

1. Log In: Access Apple Business Manager using your Admin or IT Manager credentials.

2. Create the User Profile:

   • Navigate to Users on the sidebar and click Add.

   • Enter the employee’s name and their official work email address.

   • Assign their role as Staff.

3. Generate Sign-In Credentials:

   • Select the user you just created.

   • Click Create Sign-In Information.

   • ABM will generate a temporary password. Choose the option to send an invite directly to the employee's work email address, which will securely deliver their temporary credentials.

Phase 2: Employee Account Activation

Now it's the employee's turn. They should complete this phase on a current work computer or smartphone—before touching their new company iPad.

1. Check the Inbox: Have the employee locate the ABM invite email containing their temporary password.

2. Log In: Ask them to go to account.apple.com and sign in using their work email address and the temporary password provided.

3. Set a Permanent Password: The system will immediately prompt them to create a new, secure, permanent password.

4. Set Up Two-Factor Authentication (2FA): They will be required to complete a 2FA setup. A standard cell phone number works perfectly for this; it doesn't even need to be an iPhone, as SMS text verification is fully supported.

Crucial Checkpoint: The employee must fully complete Phase 2 and successfully log into their work Apple account before moving on to the actual device setup.

Phase 3: iPad Device Setup

With the account activated, it’s finally time to boot up the hardware.

1. Power On: Turn on the new iPad and follow the standard Apple setup prompts on the screen.

2. Sign In: When the device asks for an Apple ID, the employee simply signs in using their work email and the permanent password they just created in Phase 2. The iPad will automatically recognize that it belongs to your organization!

Phase 4: Employee Offboarding & Device Reset

When an employee leaves the company, securing company data and preparing the iPad for the next user is a breeze with ABM.

1. Deactivate the User Account: Log into ABM, navigate to Users, select the departing employee, and choose to Deactivate or Delete their Managed Apple ID. This instantly cuts off their access to work apps and data.

2. Wipe the Device Remotely: If your ABM is linked to a Mobile Device Management (MDM) solution, log into your MDM dashboard and send an Erase Device (Remote Wipe) command to the iPad.

3. Wipe the Device Manually: If you have the iPad in the office, turn it on, navigate to Settings > General > Transfer or Reset iPad, and tap Erase All Content and Settings.

4. Reassign or Release: Once wiped, the iPad is fresh and ready for the next hire! If you are retiring or selling the iPad, remember to go into ABM and choose Release Device so it is permanently unlinked from your company.

A Quick Note on Troubleshooting

• Pre-Used Devices: If you are handing down an iPad that was already set up with a generic or public email address, you will need to perform a complete Factory Reset first. Once reset, start fresh using the employee's dedicated work email right out of the gate.

• Device Restrictions: Want to block certain apps or enforce security policies? Device restrictions and automated actions are managed within ABM under the Configurations and Blueprints sections (or through your connected MDM software). Use these tools to tailor the iPad strictly for business use.

Have any questions about navigating Apple Business Manager? Drop a comment below!

Created & Maintained by Pacific Northwest Computers

Jon Pienkowski runs Pacific Northwest Computers, providing IT services, networking, and cybersecurity support to SW Washington and the Portland metro area.

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