When Swif can’t fully create or remove app accounts for you automatically, it creates manual checklists. These checklists act as a clear TODO list so you don’t lose track of who still needs to be added or removed in each app.
This article explains:
What “manual provisioning” and “manual deprovisioning” mean
Where automatic checklists appear in Swif
How to use these checklists to finish your work
How onboarding templates control which apps show up
1. Key concepts
Provisioning (Onboarding)
Provisioning is everything related to giving someone access to an app:
Creating an account or sending an invite
Assigning a license
Adding them to the right groups/roles
Applying default settings
Deprovisioning (Offboarding)
Deprovisioning is everything related to removing access:
Removing or disabling an account
Removing licenses
Transferring or archiving data
Logging the user out / invalidating sessions
Manual vs automatic
Automatic: Swif can talk to the app via SCIM API and complete the action end‑to‑end.
Manual: Swif cannot fully complete the action for you. You must finish it directly in the app. Swif will:
Track what needs to be done
Create a checklist
Let you mark items as completed once you’ve done them in the app
2. Shadow IT Report (App‑centric) – Deprovisioning checklists
Where this appears
Webapp → Shadow IT Report
When the checklist is created
A manual deprovisioning checklist is automatically created when you:
Use Remove Access Record for manual apps, or
Use Bulk Remove Access and some of the selected accounts are manual
What the checklist does
A manual deprovisioning checklist appears above the app’s accounts table
It lists all accounts you still need to remove directly in the app
Each item has a status and actions like Mark as Completed or Mark Deprovisioned
How to use it
In Swif, deprovision access from the Shadow IT report.
Swif creates a manual deprovisioning checklist.
Go to the target app (e.g., Notion, Asana, etc.) and actually remove the account or license.
Return to Swif and click Mark as Completed / Mark Deprovisioned for each account.
Swif will show tooltips and success messages to remind you:
Swif is only tracking this work.
The real removal happens in the app itself.
In bulk flows, Swif clearly separates:
Accounts that can be auto‑deprovisioned, and
Accounts that need manual work + checklist confirmation
3. Shadow IT Report (App‑centric) – Provisioning checklists
Where this appears
Webapp → Shadow IT Report
When the checklist is created
A manual provisioning checklist is automatically created when you:
Use Add Employees for apps that require manual provisioning, or
Use Bulk Remove/Provision and some apps can’t be auto‑provisioned
What the checklist does
A manual provisioning checklist appears in a prominent section
It lists employees/apps that still need accounts created in the target app
Each row has status and actions like Mark as Completed / Mark Provisioned
How to use it
In Swif, assign users to an app that needs manual provisioning.
Swif creates a manual provisioning checklist.
Go to the app itself and:
Create the account or send the invite
Assign the right license/role
Return to Swif and click Mark as Completed / Mark Provisioned after you finish.
The UI makes it clear:
Clicking Mark as Completed in Swif does not create the account.
It only confirms that you have already done the work in the app.
4. Employee‑centric checklists (Manage Shadow IT Accounts)
Where this appears
Webapp → Employee Management → Manage Shadow IT Accounts
(on an individual employee)
When the checklist is created
A “Pending Manual App Actions” checklist appears when you:
Manage a specific employee’s Shadow IT accounts, and
Perform manual grant or revoke actions from the “Queued” or “Full View” screens, for apps that can’t be fully automated
What the checklist does
A “Pending Manual App Actions” panel appears at the top of the employee’s page
It shows all apps for this employee that still need manual provisioning or deprovisioning in the target app
Each item has its own status and actions
How to use it
Open the employee in Employee Management → Manage Shadow IT Accounts.
Grant or revoke access for apps that require manual steps.
Swif creates a Pending Manual App Actions checklist for that employee.
Go to each app and:
Create accounts or revoke access
Return to Swif and mark each checklist item as completed.
When all items are done, the checklist panel automatically hides so the page stays clean.
Note on templates and search
If this employee is using an onboarding template:
Only the selected/template apps are shown by default
You can still search the wider catalog to add more apps if needed
5. Browser Extension – Manual deprovisioning checklists
Where this appears
Browser Extension and Swif Webapp
When the checklist is created
A review checklist is created in Swif after you:
Use Deprovision in the browser extension on a manual‑type account
(accounts that can’t be fully deprovisioned via SCIM API)
What happens in the extension
The extension shows a Success state, confirming the deprovision action in the extension
It also tells you that a review checklist was created in Swif
You get a primary button, such as Review checklist in Swif, which deep‑links to the right app + employee checklist
Optionally, an info banner or toast can stay visible in the extension until you confirm the checklist in Swif
What happens in the webapp
Swif creates a review checklist for that manual deprovision
In the checklist view, you see:
The app
The employee
The specific checklist items you need to confirm
Once you have verified that the account was truly removed in the app, click Mark checklist as confirmed to close it
6. Onboarding templates and how they shape your app list
Onboarding templates let you control which Shadow IT apps show up by default during onboarding and offboarding.
Where this appears
Settings → Team → Onboarding Templates → Shadow IT / Applications tab
Onboard Employee flow → Integration / Invite Applications step
Offboard Employee flow → Integration / Revoke Applications step
Configuration: Set up the team’s app list
Go to Settings → Team → Onboarding Templates.
Open the Shadow IT / Applications tab for a team.
Select the apps that should appear by default for that team’s new hires.
Behavior:
Selected apps form a team‑based Shadow IT app list for that template.
These apps always load first and are never hidden behind pagination.
Runtime: Onboard / offboard employees
When an employee is onboarded or offboarded, and a template applies (via team or label):
The app list in the Integration (Invite / Revoke Applications) step is split into:
Templated applications (from the team’s template)
More from Swif / Shadow‑IT Catalog (other searchable apps)
If you invite a non‑templated app:
Swif may show an “Add to checklist/template?” banner
This helps you keep the template aligned with how you’re actually working day‑to‑day
These curated app lists feed into the manual Provision/Deprovision checklists described above, so your checklists stay focused on the apps that matter to each team.
7. Summary
Swif automatically creates manual checklists whenever it can’t fully provision or deprovision accounts on your behalf.
These checklists appear in:
Shadow IT Report (app‑centric)
Employee Management → Manage Shadow IT Accounts (employee‑centric)
Browser extension → Swif webapp link‑back
Your onboarding templates control which apps are shown by default and which ones end up in these checklists.
Using these checklists ensures you always:
Know exactly which accounts still need manual action in each app
Can prove that onboarding and offboarding steps were completed
Keep your Shadow IT and access surface organized across teams and tools