Onboarding Wizard

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Onboarding Wizard

The Onboarding Wizard enables you to create Onboarding Workflows for New Employees. The Onboarding Wizard works in two ways:
1. Either by creating a "New Employee" (using the New Employee Wizard) and then immediately thereafter creating an Onboarding Workflow for this newly created Employee using the Onboarding Wizard, or
2. By Onboarding a New Employee that has already been created in the system, but has not yet been Onboarded (that is, sent an Onboarding Workflow). Creating/triggering an Onboarding Workflow for a New Employee whose Employee record has been created but has not yet been Onboarded is done via the "Employee Processing" Widget in the On/Offboarding Dashboard. To Navigate to this 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."
  • In the "Employee Processing" Widget, click on the Folder called 'Onboarding.'
  • Then click on the Tab called 'No Onboarding' (this is where New Employees that have been created (but not yet Onboarded will appear).
  • Find the Employee you want to Onboard, then click on "Action" (on the far right) and select "Start Onboarding." This will trigger the Onboarding Wizard for that Employee.


Onboarding Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Onboarding Wizard. These navigation options are outlined below.

  1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
  2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
  3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
  4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
  5. Create - allows you to 'save' a New Record you've created.
  6. Edit - allows you to Edit a Record.
  7. Save - allows you to Save a Record.
  8. Delete - allows you to Delete a Record.
  9. Previous - allows you to go back one step.
  10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
  11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
  12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
  13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
  14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
  15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go bacc' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).


How to Trigger the Onboarding Wizard

You can trigger the Onboarding Wizard from the Wizard popup menu:

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Onboarding" option from the menu, then click "Select."


Onboarding Wizard – Workflow Steps

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.

Note: When creating an Onboarding Workflow, Users can add a custom logo into each Onboarding 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.

1. Name – give the Onboarding Workflow a name (it is helpful to include the name of the Employee you’re going to use this workflow to Onboard).
2. Workflow – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Select the Onboarding Workflow you want to use to create this Onboarding Welcome Pack. Onboarding Welcome Packs are fully customisable and can include (but are not limited to) the following steps:

  • Letter of Offer.
  • Contract.
  • Tax Declaration Form:
    • Tax File Number Declaration Form [For Australian Customers].
    • Tax Code Declaration Form [For New Zealand Customers].
  • Super/Kiwi Saver Form:
    • Super Choices Form: [For Australian Customers]
      • As a first step, the Super Choices Form requires you to nominate your preferred Super Fund option, which are:
        • The APRA Fund or retirement savings account (RSA) I nominate: selecting this option will require the Employee to nominate a Super Fund of their choice from a dropdown list. The dropdown contains the entire list of APRA compliant Super Funds. Once specified all necessary information for that Super Fund will be automatically pre-populated. The APRA list is automatically updated monthly.
        • The self-managed super fund (SMSF) I nominate: selecting this option will require the Employee to input all the necessary information for their SMSF (including the upload of compliance documentation if required).
        • The super fund nominated by my employer: selecting this option will pre-populate all the necessary Super Fund information for the Employer's nominated/default Super Fund.
    • Kiwi Saver and KiwiSaver Opt-Out Request Forms: [For New Zealand Customers].
  • Company Policies.
  • Job Description.

3. Employees – specify the Employee/s you want to Onboard using this Onboarding Workflow. Click “Next.”
4. Merge Fields – the content in the Merge Fields will be used throughout the Onboarding Workflow. Check the information in each of the Merge Fields and correct where necessary. Click “Next.”
NOTE Re Job Descriptions: The Onboarding Welcome Packs produced as a result of completing the Onboarding Wizard can now also include the Job Description for the Job Type that the new Employee will fill. To do this, Users will need to include a 'Job Description' step in the Onboarding Welcome Pack.

Please read the Job Description Library information in the Create Key System Settings Widget on the Activation Hub Wiki page before starting on Job Description set up.

Data saved in either of the following two fields of the Employee Job Description sub-object/folder will be included in the 'Job Description' step of the Onboarding Welcome Pack:

  • The 'Notes' field: which contains the written Job Description.
  • Attachments: which contains a file attachment of the Job Description (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Job Description attached, the most recently dated/added one will be used.
  • Only the Job Description that appears in the 'Notes' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Onboarding Welcome Pack. If the Job Description sub-object/folder only has an attachment (and no data in the 'Notes' field) then the Job Description will not be included in the PDF download. However, the Job Description will still appear in the Onboarding Welcome Pack that the New Employee receives/needs to complete prior to commencing employment.

If there is no Job Description data in the System at all (in neither the 'Notes' nor the 'Attachments' fields) and the Job Description step is included in the Onboarding Workflow used, then the 'Job Description' Step will be automatically omitted. The same applies for Company Policies.

The Onboarding Wizard will then show you through each step of the “Workflow” you selected, showing you an example of the standard content contained in that Workflow Template. For example:

  • Letter of Offer, Contract etc. The number of steps/amount of content that you are shown at this stage will depend on the Workflow type you have selected.
  • For Letters of Offer and Contracts, you will be shown (and need to verify) the content in the “Merge Fields” that will be added to those documents. Check each Merge Field carefully to ensure that they contain the correct information. You will also be shown a draft of each document – which uses a Standard System Template. If you want to change any of the content in the template, you can do so using the wysiwyg editor.

CONTRACTS ABD LETTERS OF OFFER NOTES:

  • Contracts or Letters of Offer may need Authorisation. Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
  • A complete Workflow History for all Letters of Offer or Contracts requests, in addition to Authorisations and Rejections, are recorded in the following locations:
  • If you have a Company Policies step in your Welcome Pack/Workflow, there are two options for sending Company Policy/ies to the New Employee via the 'Type' Dropdown field on the Company Policies Step of the Onboarding Welcome Pack/Workflow:
    • Use Company Policy/ies Assigned to Job, Location or Department - selecting this option will automatically assign/include any/all Company Policy/ies in the Onboarding Welcome Pack/Workflow that have been 'Linked' to the Job, Location or Department.
      • For compliance purposes, the primary/preferred way to send Company Policies is to 'Link' them to 'Job/s' (as opposed to sending them individual Employee's on an 'Ad Hoc' basis), then either Location/s and/or Department/s.
        • When each Company Policy record is created in the System, they should be 'Linked' to Job/s, Department/s and Location/s via the Company Policy Record (General > Core-HR > Company Policies > select a 'Company Policy' and update these fields).
          • Even though these 'Linked' fields aren't 'Mandatory,' to ensure that Company Policy features work correctly in the System (in the Onboarding Welcome packs/Workflows, the Crossboarding Workflows, and the No Policies Tab of the People & Culture User's Company Policies Widget), Users are advised, at a minimum, to 'Link' all Company Policies to a 'Job.'
    • Create/Assign Ad Hoc Company Policies - selecting this option allows the user to assign/include 'Ad Hoc' Company Policy/ies in the Onboarding Welcome Pack/Workflow. When this option is selected, an additional field will appear and the User can select which Company Policy/ies (already set up/created in the System) to add to the Onboarding Welcome Pack/Workflow.
  • Employees will be asked to read and agree to the Policies as part of completing their Onboarding Welcome Pack/Workflow. If the Workflow doesn't include a Company Policy/ies step, People & Culture Users can still send new Employees Company Policies to read (and agree to) from the Company Policies Widget or via the Company Policies Wizard after they have completed their Onboarding and their User Account has been activated.

Click “Next” to move through each step of the Workflow and thoroughly check through every field in each screen to ensure that the correct information has been added to all relevant fields.
5. When to Send – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Now’ or ‘Later.’
6. Welcome Pack Expiry Date – click on the calendar on the far right and specify the date and time you want this Onboarding Workflow (which will contain the "Welcome Pack" for the new Employee) to expire. If not completed by this date/time, all the steps/content in that Welcome Pack will no longer work/be available to the User. You can amend this date/time via the "Employee Processing" Widget in the On/Offboarding Dashboard.

EXPIRY NOTES:

  • Once the Expiry Date is selected and the Onboarding Workflow is sent, the date can't be changed. If there are any reasons your New Employee might not be able to complete the Onboarding Workflows in the specified time (e.g. if you're waiting on a Visa approval), then select an Expiry Date far into the future so that the Workflow remains active/available for the New Employee to complete when they can.
  • If an Employee hasn't completed their Onboarding Welcome Pack/Workflow by the 'expiry date' it will need to be cancelled and a new Onboarding Welcome Pack created/sent.

Specify which of the following options apply by ticking the checkboxes:
7. Requires Letter of Offer Approval - if there is a 'Letter of Offer' step in the Onboarding Welcome Pack, this option will be available.
NOTES:

  • The selection in this field will default to the Employee's Manager (specified in the New Employee Wizard). To send the Letter of Offer to someone else, use the dropdown menu to specify the Authoriser. The authoriser must be another Manager of People & Culture User. The Authoriser will receive an email notification advising them their their Authorisation is required. This Authorisation request will also appear in their Tasks & Notifications Widget and their Inbox and can be Authorised from either location. The original recipient/Authoriser can also forward the Contract to someone else for Authorisation if needed.
  • The Letter of Offer Authorisation request can only be actioned via the following three pathways:
    • Clicking the link in the 'authorisation' specific email (not the simple FYI you've got a notification email > in the case of authorisations there are two email types), or
    • Via the 'Today' or 'Upcoming' subtabs in the Tasks & Notifications Widget.
    • Via the 'Today' or 'Upcoming' subtabs in the System Inbox.
  • If the Letter of Offer is rejected by an Authoriser, it can be amended and resent via the 'Amend Letter of Offer' option in the 'Actions' dropdown menu on the 'Active' subtab of the Onboarding Tab in the Employee Processing Widget. If Rejected, a red 'clock face' icon will appear in the 'Authorisation' column on the Active subtab. Once the Contract has been amended and Authorised, the red clock face will turn to a green tick (assuming that the Letter of Offer - if sent for Authorisation - has also been Authorised).
  • If the Letter of Offer is Cancelled or Rejected by anyone to whom it was sent for Authorisation (either a single or multiple (if forwarded) Authoriser), then only those to whom the Authorisation request was sent/forwarded will receive a notification advising them that this is the case.
    • The User who Created/Sent the Onboarding Welcome Pack/Workflow does not receive a notification re Cancellation/Rejection. Instead, these Users can track the 'Authorisation' progress of any Letter of Offer sign off request in the 'Active' Sub-tab of the 'Onboarding Tab' on the Employee Processing Widget on the On/Cross/Offboarding Dashboard by referencing the 'Authorisation' column. This column specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, including the current status of that Authorisation request. The options are:
      • Red - Letter of Offer Authorisation Rejected.
      • Orange - Letter of Offer awaiting Authorisation.
      • Green - Letter of Offer Authorised.
  • The Onboarding Welcome Pack/Workflow will not be sent to the Employee unless/until the Letter of Offer has been Authorised by all relevant parties. If the Letter of Offer is rejected by an Authoriser, the Onboarding Welcome Pack/Workflow will need to amended and resent per the above.

8. Requires Contract Approval - if there is a 'Contract' step in the Onboarding Welcome Pack, this option will be available. If the checkbox is ticked a new field will appear: Authoriser for this Contract.
NOTES:

  • The selection in this field will default to the Employee's Manager (specified in the New Employee Wizard). To send the Contract to someone else, use the dropdown menu to specify the Authoriser. The authoriser must be another Manager of People & Culture User. The Authoriser will receive an email notification advising them their their Authorisation is required. This Authorisation request will also appear in their Tasks & Notifications Widget and their Inbox and can be Authorised from either location. The original recipient/Authoriser can also forward the Contract to someone else for Authorisation if needed.
  • The Contract Authorisation request can only be actioned via the following three pathways:
    • Clicking the link in the 'authorisation' specific email (not the simple FYI you've got a notification email > in the case of authorisations there are two email types), or
    • Via the 'Today' or 'Upcoming' subtabs in the Tasks & Notifications Widget.
    • Via the 'Today' or 'Upcoming' subtabs in the System Inbox.
  • If the Contract is rejected by an Authoriser, it can be amended and resent via the 'Amend Contract' option in the 'Actions' dropdown menu on the 'Active' subtab of the Onboarding Tab in the Employee Processing Widget. If Rejected, a red 'clock face' icon will appear in the 'Authorisation' column on the Active subtab. Once the Contract has been amended and Authorised, the red clock face will turn to a green tick (assuming that the Letter of Offer - if sent for Authorisation - has also been Authorised).
  • If the Contract is Cancelled or Rejected by anyone to whom it was sent for Authorisation (either a single or multiple (if forwarded) Authoriser), then only those to whom the Authorisation request was sent/forwarded will receive a notification advising them that this is the case.
    • The User who Created/Sent the Onboarding Welcome Pack/Workflow does not receive a notification re Cancellation/Rejection. Instead, these Users can track the 'Authorisation' progress of any Contract sign off request in the 'Active' Sub-tab of the 'Onboarding Tab' on the Employee Processing Widget on the On/Cross/Offboarding Dashboard by referencing the 'Authorisation' column. This column specifies if authorisation is required for the Onboarding Welcome Pack/Workflow to be shared with the Employee, including the current status of that Authorisation request. The options are:
      • Red - Contract Authorisation 'Rejected.'
      • Orange - Contract awaiting Authorisation.
      • Green - Contract Authorised.
  • The Onboarding Welcome Pack/Workflow will not be sent to the Employee unless/until the Contract has been Authorised by all relevant parties. If the Contract is rejected by an Authoriser, the Onboarding Welcome Pack/Workflow will need to amended and resent per the above.

9. Send Checklist - to send an 'Onboarding Checklist' tick the checkbox (which will display a dropdown menu).
NOTES:

  • The Checklist is sent to the Employee's Manager (as standard).
    • Checklists are workflows in Subscribe-HR. They will go to whomever the workflow task definition says they will. Individual checklist items/tasks also have a "[person] responsible" option that indicates who (among any additional recipients nominated/specified) can action it.
    • The 'notification' re the Checklist is visible in the recipient's System Inbox and Tasks & Notifications Widget only. It will also be sent to them via email.
  • Specify which Onboarding Checklist you want to send to the Employee’s Manager from the dropdown list.
    • The 'Onboarding Checklist' has to be set up in the System before being/becoming available to select at this Step.
  • The Checklist option will not appear if the Onboarding Wizard is activated via the Employee Processing Widget in the On/Offboarding Dashboard. If you want to Onboard a New Employee and include sending a Checklist as part of that Workflow, you will need to select the Onboarding Wizard either:
    • directly via the Start menu, or
    • by selecting "Now" at the Onboarding question at the end of the New Employee Wizard.
  • If the approval checkboxes are ticked, the New Employee's Manager (or other selected approver if applicable) will be sent an approval request via email. To approve, the approver will need to log into the System, go to the Tasks & Notifications Widget, and follow these steps:
    • Depending on the Onboarding date of the New Employee, the approval request will either be under the Today, Upcoming or Overdue Tab.
    • Scroll down and click “Next.”


10. Summary – the final screen for the Onboarding Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your “Onboarding” Workflow to the nominated Employee/s click “Submit.”
NOTE: Once you click Submit, the User/New Employee will receive an email containing a URL that enables them to access and complete the "Welcome Pack." They do not have to finish everything in one sitting. All the content in the Welcome Pack will remain live and available to them until the Expiry Date. To return to the Onboarding Workflow (to continue to completion) all the User/New Employee has to do is return to the email and click on the URL again. If the Welcome Pack date has passed, they will receive a message that the offer has expired. You can amend this date/time via the Onboarding Folder in the "Employee Processing" Widget in the On/Offboarding Dashboard.
11. Success – if your Onboarding Workflow has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

NOTES:

  • If Onboarding Workflows include a Step that asks Employees to upload any documents, please ensure that instructions are provided wit this step as follows:
    • The ONLY file types that Applicants can upload are:
      • Word (docx).
      • PDF.
      • Rich Text (rtf).
      • PNG.
        • NOTE: File size should be limited to 6MB per document.
  • Once the New Employee has completed their Onboarding process, they will appear under the "Completed" Tab in the Onboarding Folder of the Employee Processing Widget and User Management Widget. To complete the process for activating the New Employee's account and the User Group/s assigned to that Employee, go to the User Management Widget > Onboarding Completed Tab, click on the 'Action' dropdown and select 'Activate User and Update User Group.' 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. The 'work email' is mandatory for the the creation of a User Account in the Team Dashboards system only.




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