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Using the Onboarding Process

The Onboarding process enables you to assign a checklist and portal as well as optionally completing the standard New Starter process.

Note:

  • In order to use the Onboarding Process, it is recommended to set up both the Onboarding Setup process flow and the Enter a New Starter process flow.

This article explains how to use the onboarding process for a new person or an existing person within the system and contains the following sections:

  1. If the New Starter has not yet been added to the system
  2. If the New Starter is already in the system

1. If the New Starter has not yet been added to the system

Navigate to: People >> Add New Hire

1. Select Onboarding & New Starter.
2. Click Next.
3. If you have more than one Onboarding Setup process activated, choose the one you want to use:
4. Fill in Basic Information about the New Starter. The available information is:
    • Personal Information
    • Employment Details
    • Deployment Details
    • Address Details
    • Contact Details
    • User Settings

5. Click Start Process. The Onboarding Setup process will be started for the Onboarding Setup User.

IMPORTANT:

  • The External E-mail address will automatically populate the E-mail and Username fields in the User Settings section. If you leave this, you will need to remember to switch the username over to their Internal E-mail when they start.
  • Onboarding Portals can only be set up for Line Manager and Self Service users. Therefore, if you are onboarding a new HR team member, you will need to set them up as a Line Manager or Self Service user initially so that they see the Portal and then change them to be a full HR Professional / Restricted HR Professional after they have started.

Onboarding Setup Process

The process consists of four tabs:

(1/4) Person Details
  • This tab displays the Person Details for you to view.
  • Click Next.
(2/4) Set up Checklist
1. Select a Checklist Template.
2. The Focus has been pre-populated with the new starter's name.
3. Choose the user who will be the checklist Owner.
4. The Created Date is pre-populated.
5. (If required) Select a Target Date to base deadline dates on.
6. Click Save.
7. Add any extra tasks that you require. For more information about adding, see: Checklist Templates.
8. Click Start to run the checklist and send tasks to all assigned users.
(3/4) Set up Portal
1. Select Add Portal.
2. Select a Portal Template.
3. Choose the employee's Start Date.
4. Choose the employee's Start Time.
5. Click OK.
6. Make any required changes to the Portal. You can only edit the Welcome Card. You may want to change the Portal Contact, if it is different to the person set in the template.
7. Click Next.
(4/4) Overview
1. Click Start to send the Checklist tasks to the associated users.
2. Click Send Welcome E-mail to send the Onboarding Welcome E-mail to a user.

Note:

  • This button will send the Onboarding Welcome E-mail, which is a different template to the standard Welcome E-mail.
3. Select one of the Next Step radio buttons:
    • Finish without New Starter Process - The process will be complete. If you want to use the New Starter Process later, you can use the Re-hire button from the employee's Personal Summary screen.
    • Create New Starter Process to finish later - The process will be complete and the New Starter Process task will be in your Tasks inbox to carry on with when you are ready.
    • Begin New Starter Process now - The process will be complete and the New Starter Process will start and open now for you to complete.

4. Select Complete Process.

2. If the New Starter is already in the system

When the person has previously been added to the system, (e.g. through an import or the Send to Cezanne in-recruiting process), the onboarding process can only be started from the Employment Details screen.

Note:

  • In order to use this option, you will need to make sure that the existing person has a future employment record, deployment record and user account or add these in before starting the process.

Navigate to: People >> Employment >> Employment Details

1. Select a future employment record.
2. Click Start Onboarding.
3. Select an Onboarding Process.
4. Click Start Process. The Onboarding Setup process will be started for the Onboarding Setup User.

Onboarding Setup Process

The process consists of four tabs:

(1/4) Person Details
  • This tab displays the Person Details for you to view.
  • Click Next.
(2/4) Set up Checklist
1. Select a Checklist Template.
2. The Focus has been pre-populated with the new starter's name.
3. Choose the user who will be the checklist Owner.
4. The Created Date is pre-populated.
5. (If required) Select a Target Date to base deadline dates on.
6. Click Save.
7. Add any extra tasks that you require. For more information about adding, see: Checklist Templates.
8. Click Start to run the checklist and send tasks to all assigned users.
(3/4) Set up Portal
1. Select Add Portal.
2. Select a Portal Template.
3. Choose the employee's Start Date.
4. Choose the employee's Start Time.
5. Click OK.
6. Make any required changes to the Portal. You can only edit the Welcome Card. You may want to change the Portal Contact, if it is different to the person set in the template.
7. Click Next.
(4/4) Overview
1. Click Start to send the Checklist tasks to the associated users.
2. Click Send Welcome E-mail to send the Onboarding Welcome E-mail to a user.

Note:

  • This button will send the Onboarding Welcome E-mail, which is a different template to the standard Welcome E-mail.
3. Select one of the Next Step radio buttons:
    • Finish without New Starter Process - The process will be complete. If you want to use the New Starter Process later, you can use the Re-hire button from the employee's Personal Summary screen.
    • Create New Starter Process to finish later - The process will be complete and the New Starter Process task will be in your Tasks inbox to carry on with when you are ready.
    • Begin New Starter Process now - The process will be complete and the New Starter Process will start and open now for you to complete.

4. Select Complete Process.