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| | =Onboarding, Crossboarding and Offboarding for Team Dashboard Users - Wizards= | | =Onboarding, Crossboarding and Offboarding for Team Dashboard Users - Wizards= |
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| − | ==How to Trigger the Onboarding Wizard==
| + | Information on using the Onboarding, Crossboarding and Offboarding Wizards can be found by following the links below. |
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| − | You can trigger the Onboarding Wizard from the Wizard popup menu
| + | *[[New-Onboarding|Onboarding Wizard]] |
| | + | *[[New-Crossboarding|Crossboarding Wizard]] |
| | + | *[[New-Offboarding|Offboarding Wizard]] |
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| − | #Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
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| − | #Click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list.
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| − | #Scroll down and click on the " Onboarding" option then click "Select."
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| − | ==Onboarding – Workflow Options==
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| − | #<b>Name</b> – give the Onboarding Workflow a name.
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| − | #<b>Workflow</b> – 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 create.
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| − | #<b>Employees</b> – specify the Employee/s you want to Onboard using this Onboarding Workflow. Click “Next.”
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| − | 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,
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| − | 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.
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| − | #<b>When to Send</b> – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Now’ or ‘Later.’
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| − | #<b>Send Date</b> – if you select ‘Later,’ a date field will appear. Click on the calendar on the far right and specify the date you want to send the Survey.
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| − | Specify which of the following options apply by ticking the checkboxes:
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| − | *Requires Letter of Offer Approval.
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| − | *Requires Contract Approval.
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| − | *Send Workflow Checklist.
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| − | If you tick “Checklist” a new field will appear below where you can specify which “Checklist” you want to send as part of the Onboarding Workflow. Click on the downwards pointing arrow (right hand side of the popup window) and select the Checklist you want to include. Click “Next.”
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| − | #<b>Summary</b> – 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.”
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| − | #<b>Success</b> – 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.
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| − | ==How to Trigger the Crossboarding Wizard==
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| − | You can trigger the Crossboarding Wizard from the Wizard popup menu
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| − | #Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
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| − | #Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
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| − | #Scroll down and click on the "Crossboarding" option then click "Select."
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| − | ==Crossboarding – Select Employees to Crossboard==
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| − | #<b>Select Existing Employee/s</b> – select the Employee/s you want to Crossboard by clicking on their name in the table/list one at a time. Each Employee you select will be added to “Existing Employee/s New Information.” Click “Next.”
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| − | #<b>Holding Table - Existing Employee/s</b> – for each Employee added to the Crossboarding List, click on the green “Start Wizard” and then complete all the fields in the Employee Profile, which includes:
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| − | *Employee Code.
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| − | *Start Date.
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| − | *Title.
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| − | *First Name.
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| − | *Surname.
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| − | *Gender
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| − | *DOB.
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| − | *Email address - personal.
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| − | *Email address – work.
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| − | *Mobile.
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| − | *Post Code.
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| − | *Address.
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| − | Note: Mandatory fields are marked with an *asterisk.
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| − | Click “Next.”
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| − | ==Crossboarding – Job and Salary==
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| − | #<b>Current Job Name</b> - the Employee’s current Job will be listed here.
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| − | #<b> New Job Name</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Job" you would like to assign to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Job doesn’t exist in the dropdown menu, you can "Create New Job” using the button on the right.
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| − | The “Create New Job” Wizard will require you to specify the following information:
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| − | *If the Job is a ‘Key’ job.
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| − | *Job Name.
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| − | *Location.
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| − | *Department.
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| − | *Division.
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| − | *Business Area.
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| − | *Reports to.
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| − | *Job Approver.
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| − | *Standard Hours.
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| − | *Salary Benchmark Amount.
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| − | *Cost Centres.
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| − | *Cost Centre Splits.
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| − | *Business Line Manager.
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| − | *Values relevant to the Job.
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| − | *Behaviours relevant to the Job.
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| − | *Skills needed for the Job.
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| − | *Payroll Code.
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| − | #<b>New Salary</b> - specify the "Salary" Information for the New Employee. This will also be used in Onboarding, in the "Letter of Offer" and or "Contract.”
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| − | #<b>New Hourly Rate</b> - specify the "Hourly Rate" (that corresponds to the Salary amount) information for the New Employee. This will also be used in Onboarding.
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| − | #<b>Salary Type</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Salary Type" you would like to assign to the New Employee.
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| − | #<b>Payment Frequency</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the New Employee.
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| − | #<b>Actual Hours in Pay Period</b> - if/where relevant specify number of hours in the nominated pay period for the New Employee. Click “Next.”
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| − | ====Crossboarding - Work Pattern and Employee Manager====
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| − | #<b>Working Hours</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the New Employee.
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| − | #<b>Public Holidays</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the New Employee.
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| − | #<b>Work Pattern Start Date</b> - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date.
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| − | #<b>Leave Profile</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the New Employee.
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| − | #<b>Leave Profile Start Date</b> - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
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| − | #<b>Employee’s Manager</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the “Manager” you would like to assign the New Employee to. Click “Next.”
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| − | ====Crossboarding - Company Property====
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| − | #<b>Job Property Guide</b> - where specific Job Property has been outlined against a particular Job – that Job Property will show in this section also. This is a guide as per the type of Property that Job holder should have. When you assign the Property, you are assigning the actual piece of property, e.g. computer, car etc.
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| − | #<b>Company Property</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Company Property" that needs to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Property type doesn’t exist in the dropdown menu, you can "Create Company Property” using the button on the right.
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| − | The “Create Company Property” Wizard will require you to specify the following information:
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| − | *Code.
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| − | *Name.
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| − | *Condition.
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| − | *Purchase Date.
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| − | *Location.
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| − | *Check Date.
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| − | *Replace.
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| − | Click “Next.”
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| − | ====Crossboarding - Training====
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| − | #<b>Job Courses Guide</b> - where specific Job Course/s have been outlined against a particular Job – that Job Course/s will show in this section also. This is a guide as per the type of Course/s that Job holder should have.
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| − | #<b>Courses</b> - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Courses" that need to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. Click “Next.”
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| − | ====Crossboarding - User Profile====
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| − | You will then be asked to create a User Profile for the New Employee.
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| − | #<b>First Name</b> – the First Name of the New Employee will be shown here. Update if needed.
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| − | #<b>Last Name</b> – the Last Name of the New Employee will be shown here. Update if needed.
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| − | #<b>Email</b> – the personal/home Email address of the New Employee will be shown here. Update if needed.
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| − | #<b>User Group</b> – specify the “User Group/s” you want to assign the New Employee to. You can select multiple User Groups. Different User Groups have different Permissions within the system and will also receive different types of communication assigned to that User Group, e.g. Announcements, Acknowledgements etc.
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| − | #<b>Timezone</b> – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the Timezone the New Employee will work in. This information will be used in Onboarding if you choose to Onboard them.
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| − | #<b>Currency</b> – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the Currency for the New Employee. Click “Next.”
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| − | #<b>Summary</b> – the final screen in the “Crossboarding” 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 update the Employee Record click “Update Employee.”
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| − | ====Crossboarding – Company Policies Wizard====
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| − | Following the creation of the Updated Employee and their "User Group/s", you will be asked if you would like to send “Company Policies” to them. If you select “No”, you will then be taken to a holding table. You can then progress to “Crossboarding” completion by clicking on the green “Crossboarding” button.
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| − | You will be presented with three options:
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| − | *Now – this will process the Employee’s Crossboarding now.
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| − | *Later – this will save the Employee’s Crossboarding for later.
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| − | *No – this Employee will not be Crossboarded.
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| − | ==How to Trigger the Offboarding Wizard==
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| − | You can trigger the Offboarding Wizard from the Wizard popup menu
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| − | #Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
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| − | #Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
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| − | #Scroll down and click on the "Offboarding" option then click "Select."
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| − | ===Offboarding – Select Employees to Offboard===
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| − | #<b>Select Existing Employee/s</b> – select the Employee/s you want to Offboard by clicking on their name in the table/list one at a time. Each Employee you select will be added to “Existing Employee/s Information.” Click “Next.”
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| − | #<b>Holding Table</b> – for each Employee added to the Offboarding List, click on the red “Return Property” Wizard and specify the “Return Date” that Employee’s Property, e.g. Security Pass, Computer, Phone etc.
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| − | *Specify return date.
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| − | *Click “Return.”
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| − | *When you have specified the return date and clicked Return for all Property items, click “Close.”
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| − | ===Offboarding – Employee Leave Information===
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| − | You will be taken back to the “Holding Table” screen. Click on the green “Start Wizard.”
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| − | #<b>First Name</b> – the First Name of the New Employee will be shown here. Update if needed.
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| − | #<b>Last Name</b> – the Last Name of the New Employee will be shown here. Update if needed.
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| − | #<b>Leaver</b> – tick the checkbox to confirm that this Employee is leaving.
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| − | #<b>Last Day of Work</b> – click on the calendar on the far right and specify the Employee’s last day of work.
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| − | #<b>Date Left</b> – click on the calendar on the far right and specify the day the Employee actually left. Click “Update Leaver Information.”
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| − | #<b>Holding Table</b> – you will be returned to the “Holding Table” where you will now see a green “Start Offboarding” button next to the Employee you just completed ‘Leave Information’ for. Click “Start Offboarding.”
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| − | You will be presented with three options:
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| − | *Now – this will process the Employee’s Offboarding now.
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| − | *Later – this will save the Employee’s Offboarding for later. You will receive a message confirming that the Employee has been placed on the Offboarding “To Do” list.
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| | <br><br>[[File:subscribehr_logo.gif]] | | <br><br>[[File:subscribehr_logo.gif]] |
For Team Dashboard Users, the Onboarding and Offboarding Workbench is Deactivated. All Onboarding and Offboarding functionality is available through the Onboarding and Offboarding Dashboard option.
The Onboarding/Offboarding solution provides a step-by-step process for Onboarding new Employees, or Offboarding leaving Employees. For Users who are not using Team Dashboards, Onboarding, Offboarding and Crossboarding are managed from the Workbench. For Team Dashboard Users, Onboarding, Offboarding and Crossboarding is managed from the Onboarding / Offboarding Dashboard Widget.
The Onboarding and Offboarding Solution allows you to create and send documents, canvases and contracts in a stepped process to organise and streamline the process.
Using the information below, multiple workflow processes can be defined. These can include a Letter of Offer, a contract, canvases and company policies to be actioned during the process.
Once defined, the workflows can be deployed to Employees using the Onboarding/Offboarding Solution section.
Information on setting up key areas of the Onboarding and Offboarding Workflows from Subscribe-HR.
When you have selected Onboarding / Offboarding from the WORKBENCH: For all tabs, visible at the top of the screen are a set of metrics on:
Information on using the Onboarding, Crossboarding and Offboarding Wizards can be found by following the links below.
