Onboarding is a prime opportunity for employers to win the hearts and minds of new employees. It defines the first impression new hires have of the company, which is something that will continue to stay with them for the entire duration of their careers. Therefore, it is highly recommended that employers start engaging with new hires as early as the moment the offer is accepted.
Before starting, make sure you have access to Checklists > Onboarding. If not, please contact your Admin to request permissions.
Assign an Onboarding Checklist
Before assigning an Onboarding checklist, make sure you have created a template, and tasks and determine which task will be assigned to which person or department.
Navigate to the Checklists > Onboarding
Click on Show All to view the Onboarding queue (*)
Find the employee you want and click Assign checklist
Select a Checklist Template from the dropdown box
Select the HR in charge
Click Assign to complete the action
* Onboarding Queue is a list of employees whose Employee Status is Onboarding, Probationary, and Active and hasn't been assigned a checklist.
Track Employee Onboarding Progress
Navigate to the Checklists > Onboarding
Select a status (In Progress or Completed) and HR in charge
Click on the arrow before the employee name to view Task List, Due date, and Assignee. Completed tasks will have a green checkmark
Edit or Delete a Task
You can edit task content, assignee, and even the due date of any incomplete tasks. For the completed tasks, you need to revert it to in progress before modifying the contents.
You can delete completed and incomplete tasks.
Navigate to the Checklists > Onboarding
Select a status (In Progress or Completed) and HR in charge
Click on the arrow before the employee name to view Task List
Find the that you want to edit or delete:
Edit: click on the pencil icon and edit the necessary fields
Delete: click on the trash icon
Confirm your action
💡 Tip: An email will be sent to notify the assignee when task content is updated.
Revert a Completed Task
You can revert a completed task if the provided information/files are not correct.
Navigate to the Checklists > Onboarding
Select a status (In Progress or Completed), and HR in charge
Click on the arrow before the employee name to view Task List
Find the one that you want to revert and click on the 👁 icon
Click Revert to in progress
💡 Tip: An email will be sent to notify the assignee when task content is reverted.
View Information or Documents provided by Assignee
Information or file uploaded by the assignee will remain in temporary storage until they are synced to the employee profile. During Employee Onboarding, the HR in charge can view these records in the Onboarding tab.
With the new update, your employees can upload up to 10 files in one task.
Navigate to the Checklists > Onboarding
Select a status (In Progress or Completed), and HR in charge
Click on the arrow before employee name to view Task List, Due date, and Assignee
Find the task you want to view and click the 👁 icon
View provided information or download files for further processing
If you think the assignee should redo the task, click Revert to in progress. An email will be sent to the assignee to review and finish the task.
Mark Employee Onboarding as Completed
To sync data and documents provided during the onboarding process to the employee profile, the HR in charge must mark employee onboarding as completed.
📌 Note: Marking onboarding as completed does not automatically change employee status.
Navigate to the Checklists > Onboarding
Select a status (In Progress or Completed), and HR in charge
Click Complete Onboarding
Confirm your choice.
⛔️ Caution:
When marking Employee Onboarding as completed, any incomplete tasks will be ignored. Please ensure all tasks are finished
You will need to adjust the employee's status manually (Probationary, Active, On Leave)
📌 Note:
Only employees with access to the Onboarding tab can be selected as HRs-in-charge. Learn how to modify a role's access by reading this article.
The HR in charge will be notified if the onboarding process is off-track and/or when it is completed.
Only employees whose employment status is Onboarding will be listed in the Onboarding Queue.