Creating a template
To create a new onboarding, you must have either Admin or Manager access.
Before we start creating an actual onboarding, it's a good idea to set up a template in order to make future onboardings more organized and effective.
Start by clicking Onboarding in the top menu (or in the hamburger-menu), go to Templates and then + New template.
Pick a name, description as well as an emoji and colour for the template:
Tasks
Using this feature, you can assign Tasks to any Employee on your platform. You can decide the task name, description, date, and assignee, and the assignee will receive a notification email to complete the task.
Now that the template has been created, we can start scheduling things and adding tasks, let's start off with adding tasks:
When creating a task, you will get to choose the following:
Name of the task - E.g order equipment, set up a user, schedule lunch on first day etc.
Notes - If any extra information regarding the task is needed
Assignee - Who is supposed to perform the task? You can choose Manager of the onboardee, a specific employee (e.g a specific HR or IT person) or simply the onboardee.
Due date - When should the task be completed? Choose between before first day and how many days before it's due, on first day or after first day and how many days after the first day it's due.
Section - When creating your first task, this won't be available. In short, it essentially allows you to categorize the tasks, you will find an example further down.
Once the task has been created we can add sections:
You can create as many tasks and sections as you want, freely being able to move the tasks between these sections:
The task will be visible on the onboardee's onboarding page, the Employee portal for that user, and the main Dashboard for all Admins and Managers. You can easily track the progress of the onboarding by seeing the status bar here:
Scheduling messages & forms
Another part of the template that you can set up is Scheduling, this allows you to schedule for messages or forms to be sent out before/during/after the onboarding.
We will start off by creating a message!
When creating the message, you will get to choose the following:
When it should be sent - similar to setting the due date on tasks, you can choose when a message should be sent.
Which email should it be sent to? - Choose between sending it to the onboardee's work email or personal email.
Sender - Choose who should be the sender of the message, perhaps always the manager? Or a specific employee?
Subject & Body text - The actual message.
You can edit the appearance of the message using the various editing tools available in the feature.
This is a great way to welcome new starters to the company!
Adding a forms is also a great way to make the onboarding smoother and more interactive. Send out a form before the starting day to ask for the onboardee's t-shirt size, favorite food or set up a form to be sent out 30 days after start of onboarding to have the onboardee evaluate their onboarding.
If the due date on the form is before the employee's start date, the form will show in the Preboarding portal. If not, it will be sent separately as an email.
Keep in mind that the form has to be set up before it can be added to the onboarding template.
Remember that you can add as many tasks, sections, forms and messages as you'd like to the onboarding template. Play around with it and let all of your future onboardings be simpler, quicker and more professional by just setting it up once!
New onboarding
From your main Admin dashboard, click on New onboarding or Onboarding in the top menu and then on + New onboarding.
A modal will then appear, where you can choose the employee that you wish to start onboarding for. Once an employee has been chosen, their position and Manager will auto-fill from the position that you have added to the People tab when you initially created the employee.
Next, you can choose whether or not you wish to use one or more of your templates:
Click "Create draft", then you can begin!
Preboarding
This feature allows your new hire to complete their profile, read documents, and fill out forms before they join. You can find out more on this here.
Documents
If you have enabled approvals for any of your documents, then they will be part of the Onboarding. If you have ticked the box for "Show during pre-boarding", then the document will also appear within the pre-boarding portal for the new hire and they can review the document then.
Completing and tracking the onboarding
Once you're happy with the onboarding draft, click the "Start onboarding" button, and then the Onboardee will move to the "Active" status on your Onboarding page. This will assign the tasks you have created.
When you open the Onboarding, you will see icons at the top to easily track the progress, a small menu to the top right where you can find the onboardee chat to easily communicate with the onboardee and the rest of the team, see further profile details of the onboardee and view the onboarding team.
On the rest of the page you will see the tasks, forms and everything else that was added to the onboarding as well as be able to add new things if needed:
Finally, when you're finished with the onboarding, you can click on the 3 dots in the top-right corner, and click Archive.
Overview
You can easily get an overview over current onboarding processes.
Drafts – Shows onboardings you have started working on that are yet to be started.
Active – Shows all active onboardings in your company.
My Active – Shows only the onboardings where you are part of the onboarding team.
Archived – Shows all archived onboardings.
Good luck! 🚀