Onboarding and Offboarding Dashboard Widgets

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Team Dashboard Onboarding, Crossboarding and Offboarding

How to Navigate to the Onboarding, Crossboarding & Offboarding Dashboard

To Navigate to this Dashboard (and access Onboarding, Crossboarding and Offboarding functionality) Widget follow these steps:

  • Click on Dashboard ---> Home (In the menu on the left-hand side of the system/screen).
  • Click on the "Dashboards Menu" Dropdown (the second dropdown menu from the top of the system/screen).
  • Scroll down and select "Onboarding/Offboarding."
  • When the Onboarding/Offboarding Dashboard opens, scroll down to the Widget you need in order to On, Cross, or Offboard Employees.

This Dashboard contains the following Widgets:
1. 4 Small Information Display Widgets:

  • Need User Group.
  • Onboarding time.
  • Onboarding complete.
  • Crossboarding incomplete.

2. Employee Processing.
3. User Management.

Note: Notifications about On/CrossOffboarding related Tasks and Reminders can be accessed via two locations:

  • System Inbox: click on the small envelope in the top right corner of the System - just to the left of your name (after you click on it a menu opens - scroll down and select 'See all Alerts' - which will open the inbox).
  • The Tasks & Notifications Widget on the My Info, Manager or People & Culture Dashboards.

Note: If you are using the FREE On/Cross/Offboarding Solution only, some of the features and functionality are restricted. For example, the Steps in the New Employee Wizard are limited to the following):

  • Create New Employee Profile.
  • Create New Job and Salary.
  • Create User Profile.

To be able to access all the Steps in the New Employee Wizard, Users will need to Subscribe to other Solutions including Core-HR.


On/Cross/Offboarding - Employee Processing Widget

This Widget allows Users to quickly and easily manage Employees through each of the following processes by clicking on the relevant “Folder”:

  • Onboarding - manage Employee Onboarding and trigger Onboarding Welcome Pack/Workflows.
  • Crossboarding - manage Employee Crossboarding and trigger Crossboarding Welcome Pack/Workflows.
  • Offboarding - manage Employee Offboarding and trigger Offboarding Welcome Pack/Workflows.

In each of these Folders, there are a series of "Tabs" that provide different functionality for managing Employees during the On/Cross/Offboarding process. Within each Tab, there is a table that contains different columns. The Folders, Tabs, and Columns are explained below.

From within the majority of these Folders/Tabs in the Employee Processing Widget there is a "+ Create New" link (top right-hand side of the Widget). Clicking on this link will either trigger the associated Wizard (On/Cross/Offboarding) or a "Create New Employee From Scratch" Wizard, which will enable you to create a New Employee (if required) and then Onboard them immediately thereafter.

Note: When creating an Onboarding Welcome Pack/Workflow, Users can add a custom logo into each Onboarding Welcome Pack/Workflow. This logo will be included in the ‘Onboarding Welcome Pack,’ or any other Onboarding workflows that get sent to New Employees. If there is no custom logo added at this step, it defaults to the Company logo created as part of your Free Trial account or your System setup.

These Widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widgets.


Employee Processing Widget – Onboarding Folder

Within the Onboarding Folder, there are a series of “Tabs” where you can manage the Onboarding of Employees. Those Tabs are:

  • Active.
  • Completed.
  • Non-Starter.
  • Cancelled.
  • To Do.
  • No Onboarding.
  • All.

NOTE: Users who are only using the FREE Onboarding Solution (and haven't subscribed to Core-HR) can create Employee records via '+Create New' on the Onboarding Folder in the Employee Processing Widget on the On/Offboarding Dashboard. Once an Employee Record has been created those Employees can be Onboarded.


Employee Processing Widget – Onboarding Folder – To Do Tab

The Onboarding To-Do Tab enables you to view and manage any outstanding tasks related to Employees who require Onboarding.

Field Name Description
+ Start Onboarding This link will trigger the Onboarding Wizard, which will enable you to Onboard any New Employees for whom an Employee Record has been created, but they have not yet been Onboarded.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
To Do Created This column specifies the date the Onboarding ‘To Do’ was created for that Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow. The options are:


Employee Processing Widget – Onboarding Folder – Active Onboarding Tab

The Onboarding Active Tab enables you to view and manage Employees with an active Onboarding Welcome Pack/Workflow assigned to them.

Field Name Description
+ Create New This link will trigger a Create New Employee From Scratch Wizard, which will enable you to create a New Employee and then Onboard them (by triggering the Onboarding Wizard). This enables Users that are subscribed to only the Onboarding solution to create the Employee records necessary to then onboard them).

Note: If you are using the FREE On/Cross/Offboarding Solution only, creating a New Employee from the Employee Processing Widget on the On/Cross/Offboarding Dashboard is restricted to the following steps:

  • Create New Employee Profile.
  • Create New Job and Salary.
  • Create User Profile.

Refer to the New Employee Wizard for more information. To be able to access all the Steps in the New Employee Wizard, Users will need to Subscribe to other Solutions including Core-HR.

Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Onboarding Welcome Pack/Workflow that the Employee is currently at.
Date Sent This column lists the date that the Onboarding Welcome Pack/Workflow was sent.
Date Started This column lists the date that the Onboarding Welcome Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Onboarding Welcome Pack/Workflow that has been completed by the Employee.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow. The options are:
  • Complete – you can complete the Onboarding Welcome Pack/Workflow on the Employee’s behalf.
  • Resend – you can resend the Onboarding Welcome Pack/Workflow to the Employee.
  • Amend Contract – this option only appears if a Contract that is included in an Onboarding Welcome Pack is sent for Authorisation. It allows the User to amend the Contract and resend the Authorisation request.
  • Amend Letter of Offer – this option only appears if a Letter of Offer that is included in an Onboarding Welcome Pack is sent for Authorisation. It allows the User to amend the Letter of Offer and resend the Authorisation request.

NOTE: if a Contract and/or Letter of Offer are included in the Onboarding Welcome Pack (and either/both require Authorisation), the Welcome Pack will not be sent to the Employee unless/until the Letter of Offer and/or the Contract have both been Authorised. Refer to the Onboarding Wizard for more information about how this process works.

  • Set as Non-Starter – if the Applicant is offered a Job, but doesn’t show up for work, then you can flag them as a Non-Starter and investigate why.
  • View Result - opens a Lightbox that displays the Employees Onboarding Welcome Pack and all content completed so far. The Welcome Pack can be saved as a .PDF.
  • Cancel – you can cancel the Onboarding Welcome Pack/Workflow sent to the Employee.


Employee Processing Widget – Onboarding Folder – Completed Tab

The Onboarding Completed Tab enables you to view and manage Employees who have completed the Onboarding Welcome Pack/Workflow assigned to them.

Note: When Users/New Employees have completed the Onboarding process/the Onboarding Welcome Pack, there is one more step before the creation of their new Employee Record is created. To "Activate" the New Employee record, go to the User Management Widget, Onboarding Completed tab. See below for instructions.

Field Name Description
+ Create New This link will trigger a "Create New Employee From Scratch" Wizard, which will enable you to create a New Employee and then Onboard them (by triggering the Onboarding Wizard). This enables Users that are subscribed to only the Onboarding solution to create the Employee records necessary to then onboard them).
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Date Sent This column lists the date that the Onboarding Welcome Pack/Workflow was sent.
Date Started This column lists the date that the Onboarding Welcome Pack/Workflow was started by the Employee.
Date Completed This column lists the date that the Onboarding Welcome Pack/Workflow was completed by the Employee (if completed), otherwise it displays “Not Completed.”
Authorisation This columns specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Onboarding Welcome Pack/Workflow that has been completed by the Employee.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow. The options are:
  • View Result – you view the result/s of the Onboarding Welcome Pack/Workflow.
  • Set as Non-Starter – if the Applicant is offered a Job, but doesn’t show up for work, then you can flag them as a Non-Starter and investigate why.


Employee Processing Widget – Onboarding Folder – Non-Starter Tab

The Onboarding Non-Starter Tab enables you to view and manage Employees who were offered a Job, sent an Onboarding Welcome Pack/Workflow, and either completed the Onboarding Welcome Pack/Workflow but didn't show up for work, or they didn't complete the Onboarding Welcome Pack/Workflow, nor did they show up for work. In either/both cases, these Employees are classified as Non-Starters.

Field Name Description
+ Create New This link will trigger a "Create New Employee From Scratch" Wizard, which will enable you to create a New Employee and then Onboard them (by triggering the Onboarding Wizard). This enables Users that are subscribed to only the Onboarding solution to create the Employee records necessary to then onboard them).
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Date Sent This column lists the date that the Onboarding Welcome Pack/Workflow was sent.
Date Started This column lists the date that the Onboarding Welcome Pack/Workflow was started by the Employee.
Date Completed This column lists the date that the Onboarding Welcome Pack/Workflow was completed by the Employee (if completed), otherwise it displays “Not Completed.”
Authorisation This columns specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Onboarding Welcome Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow.


Employee Processing Widget – Onboarding Folder – Cancelled Tab

The Onboarding Cancelled Tab enables you to view and manage Employees for whom the Onboarding Welcome Pack/Workflow assigned to them has been Cancelled.

Field Name Description
+ Create New This link will trigger a "Create New Employee From Scratch" Wizard, which will enable you to create a New Employee and then Onboard them (by triggering the Onboarding Wizard). This enables Users that are subscribed to only the Onboarding solution to create the Employee records necessary to then onboard them).
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Onboarding Welcome Pack/Workflow that the Employee is currently at.
Status This column specifies the status of the Onboarding Welcome Pack/Workflow.
Date Sent This column lists the date that the Onboarding Welcome Pack/Workflow was sent.
Date Started This column lists the date that the Onboarding Welcome Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Onboarding Welcome Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow.


Employee Processing Widget – Onboarding Folder – No Onboarding Tab

The No Onboarding Tab enables you to view and manage New Employees to whom an Onboarding Welcome Pack/Workflow has not yet been assigned.

Field Name Description
+ Start Onboarding This link will trigger the Onboarding Wizard, which will enable you to Onboard any New Employees for whom an Employee Record has been created, but they have not yet been Onboarded.
+ Move to To Do To use this link to move any of the Employees in the "No Onboarding" Tab to the "To Do" Tab, first tick the checkbox for that Employee, then click on "Move to To Do."
+ Remove From list To use this link to remove any of the Employees from the "No Onboarding" Tab, first tick the checkbox for that Employee, then click on "Move to To Do."
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Welcome Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
Start Date This column specifies the Employee’s Start Date.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow. The options are:
  • Start Onboarding – if you change your mind, you choose to Onboard the Employee from here by triggering the Onboarding process, which will open the Onboarding Wizard.
  • Move to To Do – if there is something else you need to do to Onboard this Employee, you can move them to the To Do Tab.
  • Remove From List – if there is nothing else you need to do in relation to this Employee, you can remove them from the list.


Employee Processing Widget – Onboarding Folder – All Tab

The All Tab enables you to view and manage all Onboarding tasks and Employees to whom Onboarding Welcome Pack/Workflows have been assigned.

Field Name Description
+ Start Onboarding This link will trigger the Onboarding Wizard, which will enable you to Onboard any New Employees for whom an Employee Record has been created, but they have not yet been Onboarded.
+ Send New/Deploy New This link will trigger the Onboarding Wizard, which will enable you to Onboard any New Employees for whom an Employee Record has been created, but they have not yet been Onboarded.
Search The Search field allows you to search all the records in this Tab.
ID This column contains the ID assigned to that Onboarding Welcome Pack/Workflow.
Created This column specifies the date and time that the Onboarding Welcome Pack/Workflow was created.
Schedule This column indicates when the Onboarding Welcome Pack/Workflow was/is scheduled to be sent.
Sent This column indicates when the Onboarding Welcome Pack/Workflow was actually to be sent.
Name This column contains the name of the Employee that Onboarding Welcome Pack/Workflow was sent to.
Workflow Name This column contains the name of the Onboarding Welcome Pack/Workflow was sent to the Employee named in the previous column.
Employee This column indicates the number of Employees that the Onboarding Welcome Pack/Workflow has been assigned to.
Status This column specifies the status of the Onboarding Pack/Workflow.
Action This column provides you with a list of “Actions” that can be taken in relation to the Onboarding Welcome Pack/Workflow. The options are:
  • Cancel Workflow – enables you to cancel sending the Onboarding Workflow, or to stop the Onboarding Welcome Pack/Workflow at its current step.


Employee Processing Widget – Crossboarding Folder

Within the Crossboarding Folder, there are a series of “Tabs” where you can manage the Crossboarding of Employees. Those Tabs are:

  • To Do
  • Active Crossboarding.
  • Completed.
  • Cancelled.
  • To Do.
  • No Crossboarding.
  • All.

Employee Processing Widget – Crossboarding Folder – To Do Tab

The Crossboarding Active Tab enables you to view and manage Employees with an active Crossboarding Pack/Workflow assigned to them.

Field Name Description
+ Start Crossboarding This link will trigger the Crossboarding Wizard, which will enable you to Crossboard the selected Employee. This version of the Crossboarding Wizard only includes the step that allows the User to assign a Crossboarding Workflow and send it to the Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Crossboarding Pack/Workflow has been assigned to.
Department This column indicates the Department that the Employee currently works in.
To Do Created This column lists the date that Crossboarding To Do was created for that Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow. The option is:
  • Start Crossboarding - this version of the Crossboarding Wizard only includes the step that allows the User to assign a Crossboarding Workflow and send it to the Employee.


Employee Processing Widget – Crossboarding Folder – Active Crossboarding Tab

The Crossboarding Active Tab enables you to view and manage Employees with an active Crossboarding Pack/Workflow assigned to them.

Field Name Description
+ Create New This link will trigger the Crossboarding Wizard, which will enable you to Crossboard the selected Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Crossboarding Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Crossboarding Pack/Workflow that the Employee is currently at.
Date Sent This column lists the date that the Crossboarding Pack/Workflow was sent.
Date Started This column lists the date that the Crossboarding Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Crossboarding Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Crossboarding Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow. The options are:
  • Complete - allows the User to Complete the Crossboarding on the Employees behalf.
  • Resend - allows the User to Resend the Crossboarding Workflow to the Employee.
  • View Result - allows the User to View the Crossboarding Workflow.
  • Cancel - allows the User to Cancel the Crossboarding.


Employee Processing Widget – Crossboarding Folder – Completed Tab

The Crossboarding Completed Tab enables you to view and manage Employees who have completed the Crossboarding Pack/Workflow assigned to them.

Field Name Description
+ Create New This link will trigger the Crossboarding Wizard, which will enable you to Crossboard the selected Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Crossboarding Pack/Workflow has been assigned to.
Status This column specifies the status of the Crossboarding Pack/Workflow.
Date Sent This column lists the date that the Crossboarding Pack/Workflow was sent.
Date Started This column lists the date that the Crossboarding Pack/Workflow was started by the Employee.
Date Completed This column lists the date that the Crossboarding Pack/Workflow was completed by the Employee (if completed), otherwise it displays “Not Completed.”
Authorisation This columns specifies if authorisation is required for the Crossboarding Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Crossboarding Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow.


Employee Processing Widget – Crossboarding Folder – Cancelled Tab

The Crossboarding Cancelled Tab enables you to view and manage Employees for whom a Crossboarding Pack/Workflow assigned to them has been Cancelled.

ID This column contains the ID assigned to the Employee.
+ Create New This link will trigger the Crossboarding Wizard, which will enable you to Crossboard the selected Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Crossboarding Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Crossboarding Pack/Workflow that the Employee is currently at.
Status This column specifies the status of the Crossboarding Pack/Workflow.
Date Sent This column lists the date that the Crossboarding Pack/Workflow was sent.
Date Started This column lists the date that the Crossboarding Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Crossboarding Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Crossboarding Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow.


Employee Processing Widget – Crossboarding Folder – No Crossboarding Tab

The No Crossboarding Tab enables you to view and manage Employees to whom a Crossboarding Pack/Workflow has not yet been assigned.

NOTE: Employees who have had their Employee record updated (that is, their New Employee Profile (including Job, Salary etc) has been created/assigned via the "Holding Table" but who are not Crossboarded "Now" via the Crossboadring Wizard, will be saved under the "No Crossboarding" tab. To complete the Crossboarding process (and send these Employees a Crossboarding Pack), follow these steps:

  1. Go to the No Crossboarding tab of the Crossboarding folder.
  2. Click the "Action" dropdown next to the Employee you want to Crossboard.
  3. Select "Move to To Do" (do not select "Start Crossboarding" if you have already/previously completed part of the process by creating a New Employee Record) - otherwise, you will create two new entries on their Employee record - both for the same New Job).
  4. Go to the "To Do" tab.
  5. Click the "Action" dropdown next to the Employee you want to Crossboard.
  6. Select "Start Crossboarding."
  7. Complete the Crossboarding Wizard.


Field Name Description
+ Start Crossboarding To use this link to Crossboard any of the Employees in the "No Crossboarding" Tab, first tick the checkbox for that Employee, then click on "Start Crossboarding." This link will trigger the Crossboarding Wizard, which will enable you to Crossboard existing Employees. This version of the Crossboarding Wizard only includes the step that allows the User to assign a Crossboarding Workflow and send it to the Employee.
+ Move to To Do To use this link to move any of the Employees in the "No Onboarding" Tab to the "To Do" Tab, first tick the checkbox for that Employee, then click on "Move to To Do."
+ Remove From list To use this link to remove any of the Employees from the "No Onboarding" Tab, first tick the checkbox for that Employee, then click on "Move to To Do."
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Crossboarding Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
Start Date This column specifies the Employee’s Start Date.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow. The options are:
  • Start Crossboarding – if you change your mind, you choose to Crossboard the Employee from here by triggering the Crossboarding process, which will open the Crossboarding Wizard. This version of the Crossboarding Wizard only includes the step that allows the User to assign a Crossboarding Workflow and send it to the Employee.
  • Move to To Do – if there is something else you need to do to Crossboard this Employee, you can move them to the To Do Tab.
  • Remove From List – if there is nothing else you need to do in relation to this Employee, you can remove them from the list.


Employee Processing Widget – Crossboarding Folder – All Tab

The All Tab enables you to view and manage all Crossboarding tasks and Employees to whom Crossboarding Pack/Workflows have been assigned.

Field Name Description
+ Send New/Deploy New This link will trigger the Crossboarding Wizard, which will enable you to Crossboard Existing Employees into their new Job.
Search The Search field allows you to search all the records in this Tab.
ID This column contains the ID assigned to that Crossboarding Pack/Workflow.
Created This column specifies the date and time that the Crossboarding Pack/Workflow was created.
Sent This column indicates when the Crossboarding Pack/Workflow was actually to be sent.
Name This column contains the name of the Employee that Crossboarding Pack/Workflow was sent to.
Workflow Name This column contains the name of the Crossboarding Pack/Workflow was sent to the Employee named in the previous column.
Employees This column indicates the number of Employees that the Crossboarding Pack/Workflow has been assigned to.
Status This column specifies the status of the Crossboarding Pack/Workflow.
Action This column provides you with a list of “Actions” that can be taken in relation to the Crossboarding Pack/Workflow.


Employee Processing Widget – Offboarding Folder

Within the Offboarding Folder, there are a series of “Tabs” where you can manage the Offboarding of Employees. Those Tabs are:

  • Active.
  • Completed.
  • Cancelled.
  • To Do.
  • Active Employees.
  • Completed.
  • All.

The optimal process for Offboarding Employees is:

  1. Return Company Property.
  2. Specify the departing Employee as a 'Leaver.'
  3. Offboard the Employee Via the Offboarding Wizard.

However, it is also possible to change nominate / specify an Employee as a leaver and start the Offboarding process without first having return Company Property.

For an explanation of the Offboarding process, go to the Offboarding Wizard.

NOTE:: User Profiles/Accounts are active for as long as the User remains an Employee or has active User Group/s permissions assigned. When an Employee leaves your organisation and you 'Offboard' them, their User Profile/Account is deactivated when the following two parameters are met:

  • The Employee is marked as a 'Leaver' in the System, and.
  • The 'Last Day of Work' date entered into the System passes.


Employee Processing Widget – Offboarding Folder – To Do Tab

The Offboarding To-Do Tab enables you to view and manage any outstanding tasks related to Employees who require Offboarding.

Field Name Description
+ Start Offboarding To use this link to Offboard any of the Employees in the "To Do" Tab, first tick the checkbox for that Employee, then click on "Start Offboarding." This link will trigger the Offboarding Wizard, which will enable you to Offboard a Leaver.
+ Create New This link will trigger the Offboarding Wizard, which will enable you to Offboard multiple or a single Leavers.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Offboarding Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
To Do Created This column specifies the date the Offboarding ‘To Do’ was created for that Employee.
Property This column enables you to start the “Return Property” Wizard, which enables you to ensure that the Employee returns all Company Property prior to departure.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow. The options are:
  • Complete Leaver Details – after an Employee has submitted their Resignation via the Resignation wizard their Resignation record will appear under the 'To Do' Tab. The first step for People & Culture Users thereafter is to complete the 'Leaver' details and specify if the Employee resignation is voluntary or involuntary. The User can then 'Start Offboarding' (which will be automatically triggered upon completion of this Step.
  • Start Offboarding - start the Offboarding process by launching the Offboarding Wizard. Employees can only be Offboarded after they have been set as 'a 'Leaver.' Users can Offboarding Employees with or without an Offboarding Workflow/Departure Pack.


Employee Processing Widget – Offboarding Folder – Active Offboarding Tab

The Offboarding Active Tab enables you to view and manage Employees with an active Offboarding Pack/Workflow assigned to them.

Field Name Description
+ Create New This link will trigger the Offboarding Wizard, which will enable you to Offboard multiple or a single Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Offboarding Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Offboarding Pack/Workflow that the Employee is currently at.
Date Sent This column lists the date that the Offboarding Pack/Workflow was sent.
Date Started This column lists the date that the Offboarding Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Offboarding Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Offboarding Pack/Workflow that has been completed by the Employee.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow. The options are:
  • Complete – allows the User to complete the Offboarding Pack/Workflow on the Employee’s behalf.
  • Resend – allows the User to resend the Offboarding Pack/Workflow to the Employee.
  • View Result – allows the User to view the results of any questionnaires/surveys sent as part of the Offboarding Pack sent to the departing Employee.
  • Cancel – allows the User to cancel the Offboarding Pack/Workflow send to the Employee.


Employee Processing Widget – Offboarding Folder – Completed (W) Tab

The Offboarding Completed Tab enables you to view and manage Employees who have or are in the process of completing the Offboarding Pack/Workflow assigned to them.

Field Name Description
+ Create New This link will trigger the Offboarding Wizard, which will enable you to Offboard multiple or a single Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Offboarding Pack/Workflow has been assigned to.
Date Sent This column lists the date that the Offboarding Pack/Workflow was sent.
Date Started This column lists the date that the Offboarding Pack/Workflow was started by the Employee.
Date Completed This column lists the date that the Offboarding Pack/Workflow was completed by the Employee (if completed), otherwise it displays “Not Completed.”
Required Headcount This columns specifies the total Headcount Requirement for that Job Type approved within the organisation Vs the number of actual Employees holding that Job Type within the organisation (after the Employee you're Offboarding was set to 'Leaver' and then Offboarded).
Separation Certificate This columns displays a 'View'able link to the Employee's Separation Certificate (if available - otherwise N/A will be displayed). The Separation Certificate can be downloaded as a .PDF, send to the departing Employee via email, and also resent to the Employee if requested. The Separation Certificate history can also be viewed, including:
  • Date created.
  • Date first sent to departing Employee.
  • Any subsequent dates when it was resent to the ex-Employee.
  • Who sent the Separation Certificate.
Note: Merge field data like the employee address can be updated the Separation Certificate needs to be resent (and, for example, the Ex-Employee's email or home address has changed). This can be done on either the 'Merge Fields' or 'Review' steps in the Wizard.
Progress This column displays the percentage of the Offboarding Pack/Workflow that has been completed by the Employee.
Actions This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow. The options are:
  • View Result – you view the result/s of the Offboarding Workflow.
  • Send Separation Certificate – allows Users to send a Separation Certificate to the departing Employee. The Separation Certificate can be sent multiple times (upon request from the departing Employee). Each subsequent send will be recorded on the Separation Certificate, including the date and who is was sent by.
  • New Requisition - allows Users to trigger the Vacancy Requisition Wizard and create a New Vacancy Requisition (to replace the Employee which has just left/been Offboarded).
  • New Vacancy - allows Users to trigger the New Vacancy Wizard and create a New Vacancy (to replace the Employee which has just left/been Offboarded).


Employee Processing Widget – Offboarding Folder – Cancelled Tab

The Offboarding Cancelled Tab enables you to view and manage Employees for whom an Offboarding Pack/Workflow assigned to them has been Cancelled.

Field Name Description
+ Create New This link will trigger the Offboarding Wizard, which will enable you to Offboard the selected Employee.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Offboarding Pack/Workflow has been assigned to.
Current Step This column indicates the step of the Offboarding Pack/Workflow that the Employee is currently at.
Date Sent This column lists the date that the Offboarding Pack/Workflow was sent.
Date Started This column lists the date that the Offboarding Pack/Workflow was started by the Employee.
Authorisation This columns specifies if authorisation is required for the Offboarding Pack/Workflow to be shared with the Employee, and if that authorisation has been granted.
Progress This column displays the percentage of the Offboarding Pack/Workflow that has been completed by the Employee.
Action This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow.


Employee Processing Widget – Offboarding Folder – Active Employees Tab

The Crossboarding Active Employees Tab enables you to view and manage all currently Active Employees in the System for the purpose of marking them as a "Leaver" and then managing the return of Company Property and assigning them an Offboarding Workflow.

Field Name Description
+ Create Leavers To use this link to Offboard any of the Employees in the "Active Employees" Tab, first tick the checkbox for that Employee, then click on "Create Leavers." This link will trigger the Offboarding Wizard, which will first enable you to mark the Employee/User as a "Leaver" and then Offboard that Employee by completing the Offboarding Wizard.
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
Start Date This column specifies the Employee’s Start Date.
Property This column enables you to start the “Return Property” Wizard, which enables you to ensure that the Employee returns all Company Property prior to departure.
Action This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow, which involves setting the Employee’s status to “Leaver.”
  • Set Employee as Leaver – allows Users to set departing a departing Employee as a 'Leaver,' which must be done prior to Offboarding.


Employee Processing Widget – Offboarding Folder – Completed Tab

The Offboarding Completed Tab enables you to view and manage Employees who have completed Offboarding and did not have an Offboarding Pack/Workflow assigned to them.

Field Name Description
Search The Search field allows you to search all the records in this Tab.
Employee This column contains the Employee that the Onboarding Pack/Workflow has been assigned to.
Department This column contains the Department that the Employee will be working in.
Start Date This column specifies the Employee’s Start Date.
Property This column enables you to start the “Return Property” Wizard, which enables you to ensure that the Employee returns all Company Property prior to departure.
Required Headcount This columns specifies the total Headcount Requirement for that Job Type approved within the organisation Vs the number of actual Employees holding that Job Type within the organisation (after the Employee you're Offboarding was set to 'Leaver' and then Offboarded).
Separation Certificate This columns displays a 'View'able link to the Employee's Separation Certificate (if available - otherwise N/A will be displayed). The Separation Certificate can be downloaded as a .PDF, send to the departing Employee via email, and also resent to the Employee if requested. The Separation Certificate history can also be viewed, including:
  • Date created.
  • Date first sent to departing Employee.
  • Any subsequent dates when it was resent to the ex-Employee.
  • Who sent the Separation Certificate.

Note: Merge field data like the employee address can be updated the Separation Certificate needs to be resent (and, for example, the Ex-Employee's email or home address has changed). This can be done on either the 'Merge Fields' or 'Review' steps in the Wizard.

Actions This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow. The options are:
  • Send Separation Certificate – allows Users to send a Separation Certificate to the departing Employee. The Separation Certificate can be sent multiple times (upon request from the departing Employee). Each subsequent send will be recorded on the Separation Certificate, including the date and who is was sent by.
  • New Requisition - allows Users to trigger the Vacancy Requisition Wizard and create a New Vacancy Requisition (to replace the Employee which has just left/been Offboarded).
  • New Vacancy - allows Users to trigger the New Vacancy Wizard and create a New Vacancy (to replace the Employee which has just left/been Offboarded).


Employee Processing Widget – Offboarding Folder – All Tab

The All Tab enables you to view and manage all Offboarding tasks related to the Offboarding of Employees.

Field Name Description
+ Start Offboarding To use this link to Offboard any of the Employees in the "To Do" Tab, first tick the checkbox for that Employee, then click on "Start Offboarding." This link will trigger the Offboarding Wizard, which will enable you to Offboard a Leaver.
Search The Search field allows you to search all the records in this Tab.
ID This column contains the ID assigned to that Offboarding Pack/Workflow.
Created This column specifies the date and time that the Offboarding Pack/Workflow was created.
Sent This column indicates when the Offboarding Pack/Workflow was actually to be sent.
Name This column contains the name of the Employee that Offboarding Pack/Workflow was sent to.
Workflow Name This column contains the name of the Offboarding Pack/Workflow was sent to the Employee named in the previous column.
Employees This column indicates the number of Employees that the Offboarding Pack/Workflow has been assigned to.
Status This column specifies the status of the Offboarding Pack/Workflow.
Action This column provides you with a list of “Actions” that can be taken in relation to the Offboarding Pack/Workflow. The options are:
  • Cancel Offboarding Pack – enables you to cancel sending the Offboarding Workflow/pack, or to stop the Offboarding Pack/Workflow at its current step.


On/Cross/Offboarding - User Management Widget

This Widget allows Users to quickly configure User access to new and existing Employees, as well as providing System access to Users that are not Employees. Users can also quickly review Employees who have/do not have access and Users with access but no employee profile linked.

Users can be classified in the following ways:

  1. Users that are Employees.
  2. Users that are not Employees but work for or are associated with the organisation (E.G. Board Members and Directors).
  3. Users that are external parties (for example Recruitment Agencies/Consultants etc).

These widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widget/s.


User Management - User Group Assigned Tab

Selecting this Tab will display all Employees who have been assigned a "User Group" (which relates to the type/s of System Permissions the User is assigned). Further Actions can be made as detailed in the table below.

Field Name Description
+Create User The "Create User" Wizard allows System Administrators and HR/People & Culture Managers to create new Users. The Create User Wizard contains the following fields:
  • First Name - add the First name of the User.
  • Last Name - add the Last name of the User.
  • Email - add the email address of the User.
  • User Group - specify/select the User Group/s that User should be part of. User Group/s have different permissions and those permissions will be applied to that User based on the User Groups assigned at this step.
  • Timezone - specify which timezone the User is in.
  • Currency - specify the currency for that User.
Search The Search field allows you to search all the records in this Tab.
Employee Name The name of the employee. The number in brackets represents employees ID number within the system.
User Group Assigned group permissions will display under here. Number in brackets represent the Group ID number.
Action This column provides you with a list of “Actions” that can be taken in related to Employees that have a User Group/s assigned. The options are:
  • De-Activate User - allows the User to de-activate an employee's user account.
  • Update User Group - allows the User to update an employee's user group permission.
  • Change User Name / Email Address - allows the User to update a User's username i.e. the email address the employee enters to log into the system.
  • Send Reset Password - allows the User to send a password reset link to the employee's email address.
  • Update Timezone -allows the User to update the timezone the employee is based in.
  • Update Currency - allows the User to update the currency the employee is based in.


User Management - No User Group Tab

Selecting this Tab will display all Employees who have not yet been assigned a User Group, which means they won't be able to take any actions in the System (because all functionality in the System is tied to User Group permissions.

Field Name Description
Search The Search field allows you to search all the records in this Tab.
Employee Name The name of the Employee. The number in brackets represents employees ID number within the system.
Action This column provides you with a list of “Actions” that can be taken in relation to Employees/Users without a User Group assigned. The options are:
  • Assign User Group and Profile - allows the Users to assign a User Group Profile to the Employee/User.


User Management - User Group Only Tab

Selecting this Tab will display all Users in the system who do not have an Employee profile linked. For example, an HR Consultant or Recruiter could be assigned a relevant User Group that gives them access/permission to access some part of the System, but does not give them Employee status/access to Employee Self-Service.

Field Name Description
Search The Search field allows you to search all the records in this Tab.
User Name The name of the user. The number in brackets represents user's ID number within the system.
User Group Assigned group permissions will display under here. Number in brackets represent the Group ID number.
Email The User's email address will display under this column. This is the email address they enter in to log into the system.
Action This column provides you with a list of “Actions” that can be taken in related to Employees/Users a User Group assigned only (for example, a User that doesn't have an active Employee record). The options are:
  • De-Activate User - select this action to de-activate a user account.
  • Update User Group - allows the User to update the user's assigned group permissions.
  • Change Email Address - allows the User to update the user's username/email address used to log into the system.
  • Send Reset Password - allows the User to send the user a password reset link.
  • Create Employee Record - allows the User to create an employee record in the system and link to the selected user.


User Management - Inactive User Tab

Selecting this Tab will display all Users who have been deactivated from your system.

Field Name Description
Search The Search field allows you to search all the records in this Tab.
Name The name of the user. The number in brackets represents user's ID number within the system.
User Group Assigned group permissions will display under here. Number in brackets represent the Group ID number.
De-Activated Date The date the user account was de-activated.
De-Activated User The User that de-activated the account will display here.
Action You can use this dropdown to reactivate a User account and also to update the User Group.


User Management – Onboarding Completed Tab

Selecting this Tab will display all Users who have completed Onboarding within your system.

Field Name Description
Search The Search field allows you to search all the records in this Tab.
User Name The name of the user who has completed Onboarding. The number in brackets represents user's ID number within the system.
User Group Assigned group permissions will display under here. Number in brackets represent the Group ID number.
Email The email address associated with the User’s Onboarding process.
Action Use this dropdown to "Activate User & Update User Group" for Employees once they have completed their Onboarding Welcome Packs. Once this step is completed, the Employee's User Account will be created and they will be sent an email with System login details.

This step requires confirmation of:

  • New User Group/s - User Groups have specific permissions assigned to them that control what information those Users/Employees can access. 'Employee Self-Service' is the standard/default User Group that Employees need to be assigned in order to access their own Employee record (and associated data) within Subscribe-HR. System Administrators can assign other User Groups as needed.
  • Work Email: - A unique Employee Record & User Account is created based on the User's 'Work' email address once this step is completed. For compliance purposes and to ensure data integrity when integrating with third-party applications (Payroll, e-Learning), the User/Employee's work email address must be added here.

The new User's Account will not be created / activated without this step - so System Administrators must complete this step to ensure that the Account Activation email is triggered/sent.

Notes:

  • There are three types of email addresses used in Subscribe-HR:
    • Personal/Home - which is used for communicating with Applicants up to the point when their Employee/User Account is activated.
    • Work - which is used when converting an Applicant to an Employee (after they have completed their Onboarding Welcome Pack). This email field requires/uses a 'Work' email address. When creating an Employee record - the 'work' email is mandatory because it is also used when activating the Employee's User account (the 'Work' email also becomes the 'User' email - they are one and the same). A personal email address must not (for security/compliance reasons) be used in the 'Work' email field when creating an Employee record and then activating that Employee's User account.
    • User - which is used when creating/activating an Employee's User Account, or when creating a User account for an individual without an Employee record. This email field also requires/uses a 'Work' email address. For Employees that have already been created in the System, their Work email address is used to activate their 'User' account (which gives them access to the System/enables them to log in). When creating a User Account for a User without an Employee record (for example, an individual outside the organisation (like a Recruiter)), the 'Work' email address field is also mandatory. However, for 'User only' Accounts (Users with no Employee record), the user may enter any email address in this field (even if it is a personal email address). However, it is advisable not to provide/assign System access to anyone using a personal email address unless absolutely necessary. Where possible (e.g. for a Recruiter) it is preferable (for security/compliance reasons) to use their 'Work' email address in this field.




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