New Employee Wizard

From Subscribe-HR Wiki Help
Jump to: navigation, search


New Employee Wizard

The New Employee Wizard is one of the most important Wizards available, from the "START" option. The New Employee Wizard manages Applicant, New Employee from Scratch, Onboarding, Crossboarding, Offboarding and assigning of attributes to the new person. For example, you can assign Jobs, Salary, Working Hours, Company Property, Manager and User Group.

Please note, the steps in the Wizard are not Mandatory. The reason for this is that if you don't have the information at hand to complete the selection you can still proceed and create the basic Employee Record. Mandatory fields doe exist against some of the forms.

NOTE: The New Employee Wizard may appear slightly differently to what is outlined below if you have installed a Payroll App (and have therefore integrated with a Payroll Solution). The differences will be App/Payroll Solution specific and will appear as extra Step/s in the New Employee Wizard. All extra Steps/fields will appear at the appropriate/relevant place in the Wizard and will be self-explanatory/relevant to Payroll fields for that PayrollApp/Solution integration only.


New Employee Wizard Navigation Functionality

There are multiple navigation options available to you throughout the New Employee 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 back' 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 New Employee Wizard

You can trigger the New Employee 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 "New Employee" option from the menu, then click "Select."


Employee Type

The first part of the Wizard requires you to select the type of Employee Record you want to create. You will then be asked to assign key information to the Employee. This information includes: Date of Birth, Employee's Manager, Leave Profile, Public Holidays, Work Pattern, Job Name, Salary, Training, Company Property. If these options are not already set-up, you can assign them to the Employee, or if you are unsure of these details for the Employee, gather this information prior to starting the New Employee Wizard.
1. Employee Type - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify which type of Employee you want to create. The three options are:

  • New Employee From Scratch.
  • Applicant.
  • Existing Employee.

Click “Next.”


New Employee from Scratch

New Employee from Scratch - New Employee Profile

1. Enter the New Employee's Details by completing all the fields in the Employee Profile, which include:

  • Employee Code.
  • Start Date.
  • Title.
  • First Name.
  • Surname.
  • Gender.
  • DOB.
  • Email address - Personal.
  • Email address – Work.
  • Mobile.
  • Post Code.
  • Address (Country defaults to Australia).
  • Employment Country. This will apply Country based settings to this employee. E.g. FTE Country Settings. See the Activation Hub (Create Key System Settings) - FTE Default and FTE Country Settings. If Employment Country is New Zealand, different Dashboard Widgets will be show in Time Off and Pay for Annual Leave and Sick Leaver from Personal Leave. See Time Off and Pay widget information for Employee Manager and P&C Dashboards.

NOTES:

  • Mandatory fields are marked with an *asterisk.
  • When creating a New Employee from scratch, the Personal email is mandatory (the Onboarding Welcome Pack is sent to the New Employee via the Personal email address). Once the Employee has completed their Onboarding Process/Welcome Pack, the Work Email address becomes mandatory for the creation/activation of the Employee's User Account (which provides them with access to the System).
  • Once the Employee has completed their Onboarding Process/Welcome Pack - People & Culture Users must complete the process for activating the New Employee's User account and assigning User Group/s. This can be done via the User Management Widget > Onboarding Completed Sub-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), a unique (no one else in the System can share this email address) User/Employee work email address must be added here.
  • The new User's Account will not be created / activated without this step - so People & Culture Users 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.

Click “Next.”

New Employee from Scratch - Job and Salary

1. New Job Name - 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 left.

The “Create New Job” Wizard will require you to specify the following information:

  • If the Job is a ‘Key’ job.
  • New Job Name.
  • Select Job Description from Library.

NOTES 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.
  • Job Descriptions for Core-HR and Onboarding processes are created/managed/updated via the LHS Menu > Solutions > Core-HR > Jobs > [Select Job] > return to the LHS (a new sub-menu appears) > Create New.
  • Job Descriptions for use in Recruitment (e.g. in the New Vacancy Wizard) rcreated/managed/updated via 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.
  • To select a Job Description for a new Job from the Job Description Library dropdown while creating a New Job from within the New Employee Wizard, a Job Description record must have been created in the Library - that is - prior to creating a New Job via this New Employee Wizard. If there is no appropriate Job Description to select from the dropdown for the new Job being created, then cancel this process, create a Job Description in the Library, and then return to the New Job Step within the New Employee Wizard. The Job Description Library is in the 'Create Key System Settings' Widget in the Activation Hub.

If the 'Multi Job' setting (found in the Core-HR Widget of the Activation Hub) is activated, and an Employee has been assigned more than one Job, new Employees will only receive information about the first/primary Job as part of the Onboarding Welcome Pack (if they're sent one during Onboarding).

  • Location.
  • Department.
  • Division.
  • Business Area.
  • Reports to.
  • Job Approver.
  • Standard Hours.
  • Salary Benchmark Amount.
  • Cost Centres.
  • Cost Centre Splits.
  • Business Line Manager.
  • Values relevant to the Job.
  • Behaviours relevant to the Job.
  • Skills needed for the Job.
  • Payroll Code.

The Onboarding Packs produced as a result of completing the Onboarding Wizard can now also include the Job Description for the Job Type that the Employee will fill. To do this, Users will need to include a 'Job Description' step in the Onboarding Pack.

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 Pack:

  • Notes: 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). Only the most recent version of the Job Description should be attached - please delete others/previous versions.
  • 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 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 Pack that the 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.

2. Currency – 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. The System has two currency options:

  • The Base/Default currency (which is set to AUD as standard/default unless the 'Multi-Currency' feature is activated) - if the Multi-Currency features is activated, the base currency that applies to all Users is the currency set as the default via 'Multi-Currency' in the 'Key System Settings Widget' in the Activation Hub.
  • The Local/Individual Employee Currency - if the Multi-Currency feature is activated, and the Employee works in a different country/location, and is paid in a different currency (the local currency), the 'Currency' field will appear on the New Employee Wizard and the local currency for that Employee's Salary is specified here.

NOTES:

  • The 'Currency' option will only appear in the New Employee Wizard if the 'Multi-Currency' setting has been activated via the 'Multi-Currency' feature in the 'Key System Settings Widget' in the Activation Hub.
  • If the Multi-Currency option is activated, the Currency for the New Employee will default to the base currency that has been applied via the Multi-Currency option (and it will appear in the 'Currency' field as the default). If the New Employee's Salary should be in the base currency, then no further action is needed for the Currency field. Simply leave it as is and the Employee's Salary will be created in the base currency. However, if you want to apply a different local currency to the Employee's Salary, select the local currency from the 'Currency' field dropdown.
  • If the 'Multi-Currency' option is not activated, the currency for all Employee Salaries will default to AUD as the base Currency and the Currency field will not appear in the New Employee Wizard.
  • The Multi-Currency functionality does not automatically apply retrospectively to Employee Salary records that were created prior to 'Multi-Currency' being activated in the Activation Hub.
  • Please refer to the Currencies settings on the 'Key System Settings Widget' in the Activation Hub for further information about creating a new Salary, changing the local currency for a new Employee, or for applying a local currency to to a pre-existing Employee after activating the Multi-Currency Setting.

3. Salary Type - 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.
4. New Salary - specify the "Salary" Information for the New Employee. This will also be used in Onboarding, in the "Letter of Offer" and or "Contract.” This field is Mandatory if you have selected "Salaried" for Salary Type.
NOTE: The Salary amount/s entered in Subscribe-HR should be excluding Super.
5. New Hourly Rate - specify the "Hourly Rate" information for the New Employee. This will also be used in Onboarding. This field is Mandatory if you have selected "Hourly" for Salary Type.
6. Payment Frequency - 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.
7. Actual Hours in Pay Period - if/where relevant specify the number of hours in the nominated pay period for the New Employee. Click “Next.”

New Employee from Scratch - Work Pattern and Employee Manager

1. Employment Type - if/where relevant specify the Employment Type for the New Employee.
2. Working Hours - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Working Hours" you would like to assign to the New Employee.
3. Public Holidays - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "State or Territory Public Holidays" you would like to assign to the New Employee.
4. Work Pattern Start Date - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date.
5. Leave Entitlement - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Leave Entitlement" profiles you would like to assign to the New Employee. The options currently available are:

  • Annual Leave.
  • Long service leave.
  • Personal/Sick Leave.
  • Rostered days off (RDOs).

Note: other leave profile entitlement types can be added by the System Administrator.
6. Leave Entitlement Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
7. Employee’s Manager - 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.”


New Employee from Scratch - Company Property

1. Job Property Guide - where a specific piece (or pieces) of Company Property has been assigned to/specified for a particular Job – that Job Property will be displayed here. This is a guide as per the type of Property that Job holder should be given when they commence Employment. When you assign the Property to the Employee in this Step (see below), a new/separate 'Company Property' record is created/assigned to the Employee's record. It also indicates that a physical/actual piece of Property, e.g. computer, car etc, needs to be provided to the Employee.

NOTES:

  • A single (that is separate/individual) Company Property record needs to have been set up in the System for each and every item of physical Company Property that the Organisation has/assigns to Employees.
  • The '+Create Company Property' Wizard allows Users to create a new 'Company Property' record in the System (so that a corresponding new Company Property record can then be created/assigned to the Employee).
  • If the business does not physically have that piece/item of Company Property (and it needs to be purchased), then the 'Property Request' Checkbox should be ticked (see below) and a Property Request (for the purchase on new/additional Company Property (the physical property itself).


2.Company Property - 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 link/button on the left. 'Click “Next.”

The “Create Company Property” Wizard will require you to specify the following information:

  • Code.
  • Name.
  • Condition.
  • Purchase Date.
  • Location.
  • Check Date.
  • Replace.

If the physical item/piece of Company Property you need isn't available, you can also send a Note to the New Employee's Manager to let them know that new Company Property needs to be ordered/sourced by ticking the 'Property Request' checkbox.

NOTES: "If you use the "Request Notes" functionality (to send the New Employee's Manager a note regarding the purchase of additional Company Property) you must have specified the Employee's Manager at the previous 'Manager Reference' Step in the Wizard (see above).

  • The message in the 'Request Notes' filed needs to deal the specifics of the Company Property purchase required, so that the Manager knows exactly what type of Company Property to source/purchase.

Click “Next.”

New Employee from Scratch - Mandatory Training Courses

1. Mandatory Face-to-Face Training at Start of Employment - if specific face-to-face Job training Event/Course/s have been assigned to a particular Job – those Event/s/Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.
2. Mandatory e-Learning Training at Start of Employment - if Go1 APP is Installed. E-Learning Training Method will only show up if the Go1 APP is installed. - If specific e-Learning Job training Course/s have been assigned to a particular Job – Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training. If Mandatory or Mandatory at the START of Employment, you can select these options for E-Learning if the Go1 APP is installed.
3. Mandatory Content - if specific Content is going to be used for Job training / Inductions – you can select "Content" as the "Training Method" then select Mandatory and or Mandatory at the Start of Employment. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.

NOTE: All mandatory training required for the Job held by an Employee will appear as a 'mandatory training requirement' on the Mandatory Tab of the Training Widget. People & Culture Users will then need to assign e-Learning/Courses to the Employee via the Widget, or add the Employee to a Course/Event waiting List so that they can complete their mandatory training requirements. Once those requirements have been completed, a training record will appear on the 'Training Records' Tab of the Training Widget.
4. Existing Applicant Talent/Compliance:

  • Employee Education/Qualifications: Any Education/Qualifications previously obtained by the Employee will appear here, including their status (checked/verified). If CVCheck APP is installed, these checks will show up here.
  • Employee Certificates/Licences: Any Certificates/Licences previously obtained by the Employee will appear here, including their status (checked/verified). If CVCheck APP is installed, these checks will show up here.
  • Employee Background Checks: Any Background Checks previously obtained by the Employee will appear here, including their status (passed/failed). If CVCheck APP is installed, these checks will show up here.

NOTE: If any of the above compliance records aren't correct/up to date, close the New Employee Wizard, return to the relevant Employee records (Education/Qualifications, Employee Certificates/Licences or Employee Background Checks) and update them before continuing.
5. e-Learning Catalogue - if the User has the Go1 e-Learning App installed, this field displays the e-Learning Groups available via the Go1 integration and the content assigned to each of those Groups, which are:

  • General Training - standard Training for all Employees.
  • Induction Training - induction Training related to the Employee's Job.
  • Mandatory Training - mandatory Training related to the Employee's Job. NOTE: For Training to be recognised as mandatory - the 'Mandatory at Start of Employment' box must be ticked when he Training requirement is created. This can be done via the General Menu (on the left-hand side of the System) > Core-HR > Jobs > Select a Job > Training.
  • Job Training - general Training related to the Employee's Job.

If the User does no have a third-party e-Learning App, this step will not appear. Click “Next.”

New Employee from Scratch - User Profile

You will then be asked to create a "User Profile" for the New Employee. This User Profile will outline the New Employee's HR system access, including Permissions granting them access to different parts of the HR system as well as specifying if that User can access the "User Profile/s" of other Employees.

1. First Name – the First Name of the New Employee will be shown here. Update if needed.
2. Surname – the Surname of the New Employee will be shown here. Update if needed.
3. Email – the personal/home Email address of the New Employee will be shown here. Update if needed.
4. User Group – 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 HR system and will also receive different types of communication assigned to that User Group, e.g. Announcements, Acknowledgements etc.
5. Timezone – 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. Click “Next.”
6. Summary – the final screen in the “Create New Employee From Scratch” 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 create the “New Employee” Record click “Create New Employee.”


New Employee from Scratch - Send Company Policies

Following the creation of the New Employee and their "User Group/s," you will then be asked if you would like to send 'Company Policies' to the New Employee. If you select 'No' this step, you will then be asked about Onboarding. If you select 'Yes,' the 'Company Policies' Wizard will be shown. If you select 'No' at this step, you can add Company Policies later via the Company Policies Wizard. Alternatively you can assign/send Company Policies to the Employee as part of their Onboarding Welcome Pack or the Onboarding Wizard. If someone has received no Company Policies, you will see them in the "No Policies" tab in the Company Policies Widget.

NOTES:

  • If you have included a 'Company Policies' Step in the Onboarding Welcome Pack/Workflow that you are sending to the New Employee, you do not need to include/send Company Policies in this step. Select 'No' and then proceed to the Onboarding Wizard, which will be triggered next, and complete the steps below.
  • If you haven't included a Company Policies Step in the Onboarding Welcome Pack/Workflow, you can send them here instead. Or, you can go to the Company Policies Widget to send the Company Policy/ies to the Employee later.
  • Company Policies should be associated with 'Jobs,' 'Departments,' or 'Locations,' although Jobs are the primary association used. If you say 'Yes' to this Step (send Company Policy/ies Now), and the neither the Job, Department or Location you're assigning to a New Employee have (a) Company Policy/(ies) assigned to it/them, you will not be able to complete this Step (and error message will be displayed), and will instead be required to send Company Policies later (via the Onboarding Welcome Pack or the Company Policy/ies Wizard). It is therefore recommended that Users create and assign (a) Company Policy/(ies) to the Job (or Department/Location) via the Activation Hub before you create a New Employee and place them in a Job. If the same policy is assigned to a Job and or Department / Location, it will only be sent once. At this Company Policies Step, if there are Company Policies assigned to Jobs, Departments, Locations - they will be shown to the User, and the User can click 'Send Policies.'

To assign Company Policies to the New Employee at this step (assuming you have already assigned Company Policies to the Job, Department or Location per the above), complete the following steps (Note that Company Polices can be created through the Activation Hub: in the Onboarding, Crossboarding, Offboarding Widget as well as the Company Policy Wizard). It is best to use the Activation Hub to initially to enter/create the Company Policy. Then if there are any updates to Company Policies, e.g. New Policy which needs to be sent to existing Employees, then you can use the Company Policy Wizard.

If an Employee has not received any Company Policies (none sent at the 'Company Policies' Step of the New Employee Wizard or via the 'Onboarding Welcome Pack/Workflow'), they will appear on the 'No Policies' tab in the Company Policies Widget. It is also possible to send Company Polices to Employees via this 'No Policies' Tab of the Company Policies Widget.

  • To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it it the relationship between Employee and Job that is primary and therefore 'Job' is the most most important 'Object' that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies option is used in the 'Company Policies' Step in the Onboarding Welcome/Pack.

Following completion of the Company Policies Step, you will be asked if you would like to 'Onboard' the New Employee.

  • If you select 'No' the New Employee Wizard will be completed, and the Employee will appear in the User Management Widget On/Offboarding Dashboard. The Employee can be found in the 'Onboarding' Folder, and then under the 'No Onboarding' Tab.
  • If you select 'Later' you will be able to Onboard the New Employee later via the User Management Widget On/Offboarding Dashboard. The Employee can be found in the in the 'Onboarding' Folder, and then under the 'To Do' Tab.
  • If you select 'Now,' the 'Onboarding' Wizard will be shown so that you can create an Onboarding Welcome Pack and assign it to that Employee immediately.
  • Data saved in either of the following two fields of the Company Policies object/folder will be included in the 'Company Policies' step of the Onboarding Welcome Pack:
    • Policy Details: which contains the written Company Policy.
    • Attachments: which contains a file attachment of the Company Policy (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Company Policy attached, the most recently dated/added one will be used.
      • Only the Company Policy that appears in the 'Policy Details' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Onboarding Welcome Pack. If the Company Policy only has an attachment (and no data in the 'Policy Details' field) then the Company Policy will not be included in the PDF download. However, the Company Policy will still appear in the Onboarding Welcome Pack that the New Employee receives/needs to complete prior to commencing employment.
        • If there are no Company Policy/ies data in the System at all (in neither the 'Policy Details' nor the 'Attachments' fields) and the Company Policy/ies step is included in the Onboarding Workflow used, then the 'Company Policy/ies' Step will be automatically omitted. The same applies for Job Descriptions.
  • There are two options when including/sending Company Policy/ies via the Onboarding Welcome Pack/Workflow:
    • Company Policy/ies Assigned to the Job, Location, or Department: this is the proper way to send/assign Company Policy/ies to Employees. Selecting this Company Policy/ies Step in the Onboarding Welcome Pack/Workflow will automatically assign any/all Company Policy/ies assigned to the Job, Location or Department relevant to the Employee and send them in the Onboarding Welcome Pack/Workflow.
    • Ad Hoc Company Policies: this option allows the User to select Company Policies on an Add Hoc basis. It is possible (but not preferable) to select Ad Hoc Company Policy/ies to send to an Employee via the Onboarding Welcome Pack/Workflow. Those Policy/ies will need to be manually selected/assigned to this version of the Company Policies Step in the Onboarding Welcome Pack/Workflow.

New Employee from Scratch - Onboarding Wizard

1. Name – give the Onboarding Welcome Pack a name - use the name of the New Employee you're going to Onboard.
2. Welcome Pack – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Select the Onboarding Welcome Pack you want to use as part of the Onboarding process (there are a selection of templates available for you to use, including 3, 5 and 11 step Onboarding Welcome Packs/Workflows). The selection you make at this step in the Wizard will impact what you see as part of the "Review and Edit" stage of the Wizard.
3. Employees – the name of the New Employee you have just created will appear here. Click “Next.”
4. Merge Fields – all the relevant fields from the New Employee Record you just created will appear here. Check and confirm they are all correct (update if not). Click “Next.”
5. Review and Edit Contract – at a minimum, you will be asked to review and edit the Employment Contract that appears in the wysiwig editor (click within the Contract to open the editor). Use the formatting options available to update/format the Employment Contract. Depending on which Onboarding "Welcome Pack" you selected earlier, you may be shown more steps to "Review and Edit," e.g. Letter of Offer etc. Both the Contract and the Letter of Offer (if included) can be sent tho the Employee's Manager for Authorisation prior to sending to the Employee. Click “Next.”
6. 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.’
7. Send Date – if you select 'Now' the Welcome Pack will be sent immediately, 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. For both options ("Now" and "Later") you will be required to specify which of the following options apply by ticking the checkboxes:

  • Requires Letter of Offer Approval. For more information about this step - refer to the notes about the Letter of Offer Approval for the Onboarding Wizard.
  • Requires Contract Approval. For more information about this step - refer to the notes about the Contract Approval for the Onboarding Wizard.
  • Send Workflow Checklist.

8. Welcome Pack Expiry Date - you can, if desired (this is not mandatory), specify an Expiry Date for the Welcome Pack (after which the Employee will not longer be able to access it). NOTE: If you do specify an Expiry Date, you will not be able to 'Resend' the Welcome Pack to the Employee after the Expiry Date has passed.

NOTE: 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.
  • e-Learning - including Induction, Mandatory and/or Job training.

The Onboarding Wizard will allow you to link a Checklist to the Onboarding process. The system will send the Checklist internally to the relevant people, once the Onboarding is completed. You have to use Onboarding to be able to send a Checklist. 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 Welcome Pack/Workflow. Click on the downwards pointing arrow (right-hand side of the popup window) and select the Checklist you want to include.

For specific details about how Checklists work in Subscribe-HR, please review Step #9: Send Checklist on the Onboarding Wizard Wiki Page. Click “Next.”

9. 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” Welcome Pack to the nominated Employee/s click “Submit.”
10. Success – if your New Employee has been created 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: 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.


Applicant

Applicant - Select Employee

1. Applicants – scroll down to the Applicants table and click on the “Applicant/s” that you would like to transition to a “New Employee.” You can use the "Search" window to search for Applicants. Clicking on the Applicant will transfer them to the “New Employee/s” table (the one at the top of the screen). Click “Next.”
2. Holding Table - Applicant/s – for each Employee added to the New Employee/s List, click on the green “Start Wizard” and then confirm/complete all the fields in the Employee Profile, which includes:

  • Employee Code.
  • Start Date.
  • Title.
  • First Name.
  • Surname.
  • Gender
  • DOB.
  • Email address - personal.
  • Email address – work.
  • Mobile.
  • Post Code.
  • Address (Country defaults to Australia).
  • Employment Country. This will apply Country based settings to this employee. E.g. FTE Country Settings. See the Activation Hub (Create Key System Settings) - FTE Default and FTE Country Settings. If Employment Country is New Zealand, different Dashboard Widgets will be show in Time Off and Pay for Annual Leave and Sick Leaver from Personal Leave. See Time Off and Pay widget information for Employee Manager and P&C Dashboards.

NOTES:

  • Mandatory fields are marked with an *asterisk.
  • When creating a New Employee from an Applicant, the Personal email is mandatory (the Onboarding Welcome Pack is sent to the New Employee via the Personal email address). Once the Employee has completed their Onboarding Process/Welcome Pack, the Work Email address becomes mandatory for the creation/activation of the Employee's User Account (which provides them with access to the System).
  • Once the Employee has completed their Onboarding Process/Welcome Pack - People & Culture Users must complete the process for activating the New Employee's User account and assigning User Group/s. This can be done via the User Management Widget > Onboarding Completed Sub-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), a unique (no one else in the System can share this email address) User/Employee work email address must be added here.
  • The new User's Account will not be created / activated without this step - so People & Culture Users 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.

Click “Next.”

Applicant - Job and Salary

1. New Job Name - 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.
The “Create New Job” Wizard will require you to specify the following information:

  • If the Job is a ‘Key’ job.
  • Job Name.
  • Select Job Description from Library.

NOTES: To select a Job Description for a new Job from the Job Description Library dropdown while creating a New Job from within the New Employee Wizard, a Job Description record must have been created in the Library - that is - prior to creating a New Job via this New Employee Wizard. If there is no appropriate Job Description to select from the dropdown for the new Job being created, then cancel this process, create a Job Description in the Library, and then return to the New Job Step within the New Employee Wizard. The Job Description Library is in the 'Create Key System Settings' Widget in the Activation Hub.

If the 'Multi Job' setting (found in the Core-HR Widget of the Activation Hub) is activated, and an Employee has been assigned more than one Job, new Employees will only receive information about the first/primary Job as part of the Onboarding Welcome Pack (if they're sent one during Onboarding).

  • Location.
  • Department.
  • Division.
  • Business Area.
  • Reports to.
  • Job Approver.
  • Standard Hours.
  • Salary Benchmark Amount.
  • Cost Centres.
  • Cost Centre Splits.
  • Business Line Manager.
  • Values relevant to the Job.
  • Behaviours relevant to the Job.
  • Skills needed for the Job.
  • Payroll Code.

The Onboarding Packs produced as a result of completing the Onboarding Wizard can now also include the Job Description for the Job Type that the Employee will fill. To do this, Users will need to include a 'Job Description' step in the Onboarding Pack.

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 Pack:

  • Notes: 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). Only the most recent version of the Job Description should be attached - please delete others/previous versions.
  • 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 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 Pack that the 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.

2. Currency – 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. The System has two currency options:

  • The Base/Default currency (which is set to AUD as standard/default unless the 'Multi-Currency' feature is activated) - if the Multi-Currency features is activated, the base currency that applies to all Users is the currency set as the default via 'Multi-Currency' in the 'Key System Settings Widget' in the Activation Hub.
  • The Local/Individual Employee Currency - if the Multi-Currency feature is activated, and the Employee works in a different country/location, and is paid in a different currency (the local currency), the 'Currency' field will appear on the New Employee Wizard and the local currency for that Employee's Salary is specified here.

NOTES:

  • The 'Currency' option will only appear in the New Employee Wizard if the 'Multi-Currency' setting has been activated via the 'Multi-Currency' feature in the 'Key System Settings Widget' in the Activation Hub.
  • If the Multi-Currency option is activated, the Currency for the New Employee will default to the base currency that has been applied via the Multi-Currency option (and it will appear in the 'Currency' field as the default). If the New Employee's Salary should be in the base currency, then no further action is needed for the Currency field. Simply leave it as is and the Employee's Salary will be created in the base currency. However, if you want to apply a different local currency to the Employee's Salary, select the local currency from the 'Currency' field dropdown.
  • If the 'Multi-Currency' option is not activated, the currency for all Employee Salaries will default to AUD as the base Currency and the Currency field will not appear in the New Employee Wizard.
  • The Multi-Currency functionality does not automatically apply retrospectively to Employee Salary records that were created prior to 'Multi-Currency' being activated in the Activation Hub.
  • Please refer to the Currencies settings on the 'Key System Settings Widget' in the Activation Hub for further information about creating a new Salary, changing the local currency for a new Employee, or for applying a local currency to to a pre-existing Employee after activating the Multi-Currency Setting.

3. Employment Type - if/where relevant specify the Employment Type for the New Employee.
4. Salary Type - 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.
5. New Salary - specify the "Salary" Information for the New Employee. This will also be used in Onboarding, in the "Letter of Offer" and or "Contract.” This field is Mandatory if you have selected "Salaried" for Salary Type.
NOTE: The Salary amount/s entered in Subscribe-HR should be excluding Super.
6. New Hourly Rate - specify the "Hourly Rate" information for the New Employee. This will also be used in Onboarding. This field is Mandatory if you have selected "Hourly" for Salary Type.
7. Payment Frequency - 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.
8. Actual Hours in Pay Period - if/where relevant specify the number of hours in the nominated pay period for the New Employee. Click “Next.”


Applicant - Work Pattern and Employee Manager

1. Working Hours - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Working Hours" you would like to assign to the New Employee.
2. Public Holidays - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "State or Territory Public Holidays" you would like to assign to the New Employee.
3. Work Pattern Start Date - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date.
4. Leave Entitlement - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Leave Entitlement" profiles you would like to assign to the New Employee. The options currently available are:

  • Annual Leave.
  • Long service leave.
  • Rostered days off (RDOs).

Note: other leave profile entitlement types can be added by the System Administrator.
5. Leave Entitlement Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
6. Manager Reference - 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.”


Applicant - Company Property

1. Job Property Guide - where a specific piece (or pieces) of Company Property has been assigned to/specified for a particular Job – that Job Property will be displayed here. This is a guide as per the type of Property that Job holder should be given when they commence Employment. When you assign the Property to the Employee in this Step (see below), a new/separate 'Company Property' record is created/assigned to the Employee's record. It also indicates that a physical/actual piece of Property, e.g. computer, car etc, needs to be provided to the Employee.

NOTES:

  • A single (that is separate/individual) Company Property record needs to have been set up in the System for each and every item of physical Company Property that the Organisation has/assigns to Employees.
  • The '+Create Company Property' Wizard allows Users to create a new 'Company Property' record in the System (so that a corresponding new Company Property record can then be created/assigned to the Employee).
  • If the business does not physically have that piece/item of Company Property (and it needs to be purchased), then the 'Property Request' Checkbox should be ticked (see below) and a Property Request (for the purchase on new/additional Company Property (the physical property itself).


2.Company Property - 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 link/button on the left. 'Click “Next.”

The “Create Company Property” Wizard will require you to specify the following information:

  • Code.
  • Name.
  • Condition.
  • Purchase Date.
  • Location.
  • Check Date.
  • Replace.

If the physical item/piece of Company Property you need isn't available, you can also send a Note to the New Employee's Manager to let them know that new Company Property needs to be ordered/sourced by ticking the 'Property Request' checkbox.

NOTES: "If you use the "Request Notes" functionality (to send the New Employee's Manager a note regarding the purchase of additional Company Property) you must have specified the Employee's Manager at the previous 'Manager Reference' Step in the Wizard (see above).

  • The message in the 'Request Notes' filed needs to deal the specifics of the Company Property purchase required, so that the Manager knows exactly what type of Company Property to source/purchase.

Click “Next.”


Applicant - Mandatory Training Courses

1. Mandatory Face-to-Face Training at Start of Employment - if specific face-to-face Job training Event/Course/s have been assigned to a particular Job – those Event/s/Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.
2. Mandatory e-Learning Training at Start of Employment - if Go1 APP is Installed. E-Learning Training Method will only show up if the Go1 APP is installed. - If specific e-Learning Job training Course/s have been assigned to a particular Job – Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training. If Mandatory or Mandatory at the START of Employment, you can select these options for E-Learning if the Go1 APP is installed.
3. Mandatory Content - if specific Content is going to be used for Job training / Inductions – you can select "Content" as the "Training Method" then select Mandatory and or Mandatory at the Start of Employment. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.

NOTE: All mandatory training required for the Job held by an Employee will appear as a 'mandatory training requirement' on the Mandatory Tab of the Training Widget. People & Culture Users will then need to assign e-Learning/Courses to the Employee via the Widget, or add the Employee to a Course/Event waiting List so that they can complete their mandatory training requirements. Once those requirements have been completed, a training record will appear on the 'Training Records' Tab of the Training Widget.
4. Existing Applicant Talent/Compliance sending to the New Employee Record:

  • Applicant to Employee Education/Qualifications: Any Education/Qualifications previously obtained by the Employee will appear here, including their status (checked/verified). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check. Please note that Memberships can only be checked in Core-HR / Team Dashboards / P&C User / Compliance Widget / Education and Qualifications option. Based on the Tertiary record for Education and Qualifications.
  • Applicant to Employee Certificates/Licences: Any Certificates/Licences previously obtained by the Employee will appear here, including their status (checked/verified). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check.
  • Applicant to Employee Background Checks: Any Background Checks previously obtained by the Employee will appear here, including their status (passed/failed). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check.
  • Applicant to Employee Work History: Any Work History previously obtained by the Employee will appear here, including their status (passed/failed).

NOTE: If any of the above compliance records aren't correct/up to date, close the New Employee Wizard, return to the relevant Employee records (Education/Qualifications, Employee Certificates/Licences or Employee Background Checks) and update them before continuing.
5. e-Learning Catalogue - if the User has a third-party e-Learning App installed, this field displays the e-Learning Groups available via the Go1 integration and the content assigned to each of those Groups, which are:

  • General Training - standard Training for all Employees.
  • Induction Training - induction Training related to the Employee's Job.
  • Mandatory Training - mandatory Training related to the Employee's Job. NOTE: For Training to be recognised as mandatory - the 'Mandatory at Start of Employment' box must be ticked when he Training requirement is created. This can be done via the General Menu (on the left-hand side of the System) > Core-HR > Jobs > Select a Job > Training.
  • Job Training - general Training related to the Employee's Job.

If the User does no have a third-party e-Learning App, this step will not appear. Click “Next.”

Applicant - User Profile

You will then be asked to create a "User Profile" for the New Employee. This User Profile will outline the New Employee's HR system access, including Permissions granting them access to different parts of the HR system as well as specifying if that User can access the "User Profile/s" of other Employees.

1. First Name –the First Name of the New Employee will be shown here. Update if needed.
2. Surname – the Surname of the New Employee will be shown here. Update if needed.
3. Email – the personal/home Email address of the New Employee will be shown here. Update if needed.
4. User Group – 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 HR system and will also receive different types of communication assigned to that User Group, e.g. Announcements, Acknowledgements etc.
5. Timezone – 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. Click “Next.”
6. Summary – the final screen in the “Create New Employee From Applicant” 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 create the “New Employee” Record click “Next.”


Applicant - Send Company Policies

After you click 'Next' the Applicant and their assigned 'User Group/s' will be placed into a holding table and, you will be asked if you would like to send 'Company Policies' to them. Select 'Yes' or 'No' and you will then be taken to the holding table. This holding table contains all the Applicant/s for whom you have started the transition process to New Employee but not quite finished. To complete the process, click the green "Create Employee" button (bottom right).

Following the creation of the New Employee and their "User Group/s," you will then be asked if you would like to send 'Company Policies' to the New Employee. If you select 'No' this step, you will then be asked about Onboarding. If you select 'Yes,' the 'Company Policies' Wizard will be shown. If you select 'No' at this step, you can add Company Policies later via the Company Policies Wizard. Alternatively you can assign/send Company Policies to the Employee as part of their Onboarding Welcome Pack or the Onboarding Wizard. If someone has received no Company Policies, you will see them in the "No Policies" tab in the Company Policies Widget.

NOTES:

  • If you have included a 'Company Policies' Step in the Onboarding Welcome Pack/Workflow that you are sending to the New Employee, you do not need to include/send Company Policies in this step. Select 'No' and then proceed to the Onboarding Wizard, which will be triggered next, and complete the steps below.
  • If you haven't included a Company Policies Step in the Onboarding Welcome Pack/Workflow, you can send them here instead. Or, you can go to the Company Policies Widget to send the Company Policy/ies to the Employee later.
  • Company Policies should be associated with 'Jobs,' 'Departments,' or 'Locations,' although Jobs are the primary association used. If you say 'Yes' to this Step (send Company Policy/ies Now), and the neither the Job, Department or Location you're assigning to a New Employee have (a) Company Policy/(ies) assigned to it/them, you will not be able to complete this Step (and error message will be displayed), and will instead be required to send Company Policies later (via the Onboarding Welcome Pack or the Company Policy/ies Wizard). It is therefore recommended that Users create and assign (a) Company Policy/(ies) to the Job (or Department/Location) via the Activation Hub before you create a New Employee and place them in a Job. If the same policy is assigned to a Job and or Department / Location, it will only be sent once. At this Company Policies Step, if there are Company Policies assigned to Jobs, Departments, Locations - they will be shown to the User, and the User can click 'Send Policies.'

To assign Company Policies to the New Employee at this step (assuming you have already assigned Company Policies to the Job, Department or Location per the above), complete the following steps (Note that Company Polices can be created through the Activation Hub: in the Onboarding, Crossboarding, Offboarding Widget as well as the Company Policy Wizard). It is best to use the Activation Hub to initially to enter/create the Company Policy. Then if there are any updates to Company Policies, e.g. New Policy which needs to be sent to existing Employees, then you can use the Company Policy Wizard.

If an Employee has not received any Company Policies (none sent at the 'Company Policies' Step of the New Employee Wizard or via the 'Onboarding Welcome Pack/Workflow'), they will appear on the 'No Policies' tab in the Company Policies Widget. It is also possible to send Company Polices to Employees via this 'No Policies' Tab of the Company Policies Widget.

NOTE: To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it it the relationship between Employee and Job that is primary and therefore 'Job' is the most most important 'Object' that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies option is used in the 'Company Policies' Step in the Onboarding Welcome/Pack.

To assign Company Policies to the New Employee at this step (assuming you have already assigned Company Policies to the Job, Department or Location per the above), complete the following steps:

1. Select – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify which Policy/ies types to send to the New Employee. There are three options:

  • Job - select this option if you have assigned (a) Company Policy/(ies) to the Job.
  • Department - select this option if you want to send (a) Company Policy/(ies) based on the Department.
  • Location - select this option if you want to send (a) Company Policy/(ies) based on the Department.

2. Select Policies – specify which Policy/ies you want to send to the New Employee (the Policy/ies available relate to the option selected in the previous field). Click 'Send Policies.'

Following completion of the Company Policies Wizard, you will be asked if you would like to 'Onboard' the New Employee.

  • If you select 'No' the New Employee Wizard will be completed, and the Employee will appear in the User Management Widget On/Offboarding Dashboard. The Employee can be found in the 'Onboarding' Folder, and then under the 'No Onboarding' Tab.
  • If you select 'Later' you will be able to Onboard the New Employee later via the User Management Widget On/Offboarding Dashboard. The Employee can be found in the in the 'Onboarding' Folder, and then under the 'To Do' Tab.
  • If you select 'Now,' the 'Onboarding' Wizard will be shown so that you can create an Onboarding Welcome Pack and assign it to that Employee immediately.

NOTES:

  • Data saved in either of the following two fields of the Company Policies object/folder will be included in the 'Company Policies' step of the Onboarding Welcome Pack:
    • Policy Details: which contains the written Company Policy.
    • Attachments: which contains a file attachment of the Company Policy (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Company Policy attached, the most recently dated/added one will be used.
      • Only the Company Policy that appears in the 'Policy Details' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Onboarding Welcome Pack. If the Company Policy only has an attachment (and no data in the 'Policy Details' field) then the Company Policy will not be included in the PDF download. However, the Company Policy will still appear in the Onboarding Welcome Pack that the New Employee receives/needs to complete prior to commencing employment.
        • If there are no Company Policy/ies data in the System at all (in neither the 'Policy Details' nor the 'Attachments' fields) and the Company Policy/ies step is included in the Onboarding Workflow used, then the 'Company Policy/ies' Step will be automatically omitted. The same applies for Job Descriptions.
  • There are two options when including/sending Company Policy/ies via the Onboarding Welcome Pack/Workflow:
    • Company Policy/ies Assigned to the Job, Location, or Department: this is the proper way to send/assign Company Policy/ies to Employees. Selecting this Company Policy/ies Step in the Onboarding Welcome Pack/Workflow will automatically assign any/all Company Policy/ies assigned to the Job, Location or Department relevant to the Employee and send them in the Onboarding Welcome Pack/Workflow.
    • Ad Hoc Company Policies: this option allows the User to select Company Policies on an Add Hoc basis. It is possible (but not preferable) to select Ad Hoc Company Policy/ies to send to an Employee via the Onboarding Welcome Pack/Workflow. Those Policy/ies will need to be manually selected/assigned to this version of the Company Policies Step in the Onboarding Welcome Pack/Workflow.


Applicant - Onboarding Wizard

Continuing on from the holding table where you "Created Employee," the newly created Employee will appear in the holding table with on "Onboard Now" button next to them. Click that button to launch the Onboarding Wizard. An overview of the Wizard steps are outlined below:

1. Name – give the Onboarding Welcome Pack a name - use the name of the New Employee you're going to Onboard.
2. Welcome Pack – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Select the Onboarding Welcome Pack you want to use as part of the Onboarding process (there are a selection of templates available for you to use, including 3, 5 and 11 step Onboarding Welcome Pack/Workflows). The selection you make at this step in the Wizard will impact what you see as part of the "Review and Edit" stage of the Wizard.
3. Employees – the name of the New Employee you have just created will appear here. Click “Next.”
4. Merge Fields – all the relevant fields from the New Employee Record you just created will appear here. Check and confirm they are all correct (update if not). Click “Next.”
5. Review and Edit Contract – at a minimum, you will be asked to review and edit the Employment Contract that appears in the wysiwig editor (click within the Contract to open the editor). Use the formatting options available to update/format the Employment Contract. Depending on which Onboarding "Welcome Pack" you selected earlier, you may be shown more steps to "Review and Edit," e.g. Letter of Offer etc. Both the Contract and the Letter of Offer (if included) can be sent tho the Employee's Manager for Authorisation prior to sending to the Employee. Click “Next.”
6. 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.’
7. Send Date – if you select 'Now' the Welcome Pack will be sent immediately, 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. For both options ("Now" and "Later") you will be required to specify which of the following options apply by ticking the checkboxes:

  • Requires Letter of Offer Approval. For more information about this step - refer to the notes about the Letter of Offer Approval for the Onboarding Wizard.
  • Requires Contract Approval. For more information about this step - refer to the notes about the Contract Approval for the Onboarding Wizard.
  • Send Workflow Checklist.

8. Welcome Pack Expiry Date - you can, if desired (this is not mandatory), specify an Expiry Date for the Welcome Pack (after which the Employee will not longer be able to access it). NOTE: If you do specify an Expiry Date, you will not be able to 'Resend' the Welcome Pack to the Employee after the Expiry Date has passed.

NOTE: 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.
  • e-Learning - including Induction, Mandatory and/or Job training.

The Onboarding Wizard will allow you to link a Checklist to the Onboarding process. The system will send the Checklist internally to the relevant people, once the Onboarding is completed. You have to use Onboarding to be able to send a Checklist. 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 Welcome Pack/Workflow. Click on the downwards pointing arrow (right-hand side of the popup window) and select the Checklist you want to include.

For specific details about how Checklists work in Subscribe-HR, please review Step #9: Send Checklist on the Onboarding Wizard Wiki Page. Click “Next.”

9. 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” Welcome Pack/Workflow to the nominated Employee/s click “Submit.”
10. Success – if your New Employee has been created 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: The following Applicant data will be transferred to the New Employee record as part of the process of changing an 'Applicant' to and 'Employee':

  • Name.
  • DOB.
  • Address.
  • Education & Qualifications (transcripts).
  • Certificates & licences.
  • Background checks.

All other attachments related to the Application process/submitted by the Applicant will remain with/continue to be available via the Applicant record.

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.


Existing Employee Changing Jobs

Existing Employee - Select Employee

1. Crossboarding Existing Employees – scroll down to the "Crossboarding – Select Existing Employees" table and click on the “Employee/s” that you would like to transition to a New Job. Clicking on the Employee will transfer them to the “Existing Employee/s” table. Click “Next.”
2. Holding Table – Existing Employees/s – for each Employee added to the Existing Employee/s table/list, click on the green “Start Wizard” and then confirm/complete all the fields in the Employee Profile are correct, which includes:

  • Employee Code.
  • Start Date.
  • Title.
  • First Name.
  • Surname.
  • Gender
  • DOB.
  • Email address - personal.
  • Email address – work.
  • Mobile.
  • Post Code.
  • Address (Country defaults to Australia).
  • Employment Country. This will apply Country based settings to this employee. E.g. FTE Country Settings. See the Activation Hub (Create Key System Settings) - FTE Default and FTE Country Settings. This is not editable in Crossboarding - Existing Employee - Change Job / Salary. If Employment Country is New Zealand, different options will be shown in the Time Off and Pay widget for Employees, Managers and People & Culture Users - Annual Leave and Sick Leave from Personal Leave.

NOTES:

  • Mandatory fields are marked with an *asterisk.
  • The Employee information at this step in the Wizard is read only for existing Employees being Crossboarded. The assumption is that all of the Employee information is correct. If any of it needs to be updated - this should be done via the Employee record (General Menu (left-hand side) > Core-HR > Employees) before starting the Crossboarding Wizard.

Click “Next.”

Existing Employee - Job and Salary

1. Current Job Name - The 'Current Job Name' for that Employee will appear at the top of the screen. You will be required to complete the following:
2. Type - there are three options:

  • New Job and Salary - assigns both a new Job and a new Salary to the Crossboarded Employee.
  • New Job Only - assigns a new Job to the Crossboarded Employee.
  • New Salary Only - assigns a new Salary to the Crossboarded Employee.

NOTES:

  • Depending on which of the three options you select in the previous Step, the relevant Job and/or Salary fields listed below will then appear in the Wizard.
  • If the Job you want to place the Employee into doesn't exist there are two options:
    • Use the 'Create New Job' Wizard (next to the New Job Name field).
    • Cancel the current Crossboarding Wizard and Create a New Job in the Core-HR Widget on the Activation Hub.
      • If the New Job doesn't have a Job Description assigned to it (and you want to include a Job Description as part of the Crossboarding Pack you send to the Employee about their New Job, create one before starting the Crossboarding Wizard again in the [[Dashboard-Activation-Hub#Create_Key_System_Settings|Key System Settings Widget on the Activation Hub.

The “Create New Job” Wizard will require you to specify the following information:

  • Current Job Name.
  • Key Job.
  • Job Name.
  • Select Job Description From Library.
  • Location.
  • Department.
  • Division.
  • Business Area.
  • Reports to.
  • Job Approver.
  • Standard Hours.
  • Salary Benchmark Amount.
  • Cost Centres.
  • Cost Centre Splits.
  • Business Line Manager.
  • Values relevant to the Job.
  • Behaviours relevant to the Job.
  • Skills needed for the Job.
  • Payroll Code.

The Crossboarding Packs produced as a result of completing the Crossboarding Wizard can now also include the Job Description for the Job Type that the Employee will fill. To do this, Users will need to include a 'Job Description' step in the Crossboarding Pack.

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 Crossboarding Pack:

  • Notes: 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). Only the most recent version of the Job Description should be attached - please delete others/previous versions.
  • 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 Crossboarding 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 Crossboarding Pack that the 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 Crossboarding Workflow used, then the 'Job Description' Step will be automatically omitted. The same applies for Company Policies.


3. Currency – 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. The System has two currency options:

  • The Base/Default currency (which is set to AUD as standard/default unless the 'Multi-Currency' feature is activated) - if the Multi-Currency features is activated, the base currency that applies to all Users is the currency set as the default via 'Multi-Currency' in the 'Key System Settings Widget' in the Activation Hub.
  • The Local/Individual Employee Currency - if the Multi-Currency feature is activated, and the Employee works in a different country/location, and is paid in a different currency (the local currency), the 'Currency' field will appear on the New Employee Wizard and the local currency for that Employee's Salary is specified here.

NOTES:

  • The 'Currency' option will only appear in the New Employee Wizard if the 'Multi-Currency' setting has been activated via the 'Multi-Currency' feature in the 'Key System Settings Widget' in the Activation Hub.
  • If the Multi-Currency option is activated, the Currency for the New Employee will default to the base currency that has been applied via the Multi-Currency option (and it will appear in the 'Currency' field as the default). If the New Employee's Salary should be in the base currency, then no further action is needed for the Currency field. Simply leave it as is and the Employee's Salary will be created in the base currency. However, if you want to apply a different local currency to the Employee's Salary, select the local currency from the 'Currency' field dropdown.
  • If the 'Multi-Currency' option is not activated, the currency for all Employee Salaries will default to AUD as the base Currency and the Currency field will not appear in the New Employee Wizard.
  • The Multi-Currency functionality does not automatically apply retrospectively to Employee Salary records that were created prior to 'Multi-Currency' being activated in the Activation Hub.
  • Please refer to the Currencies settings on the 'Key System Settings Widget' in the Activation Hub for further information about creating a new Salary, changing the local currency for a new Employee, or for applying a local currency to to a pre-existing Employee after activating the Multi-Currency Setting.

4. New Job Name - 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 Employee. This information will be used in Crossboarding if you choose to Crossboard them. If the Job doesn’t exist in the dropdown menu, you can "Create New Job” using the button on the right. 5. New Job Start Date - specify the "Start Date" for the new Job.
6. New Salary - specify the "Salary" Information for the Employee. This will also be used in Crossboarding, in the "Letter of Offer" and or "Contract.”
NOTE: The Salary amount/s entered in Subscribe-HR should be excluding Super.
7. New Hourly Rate - specify the "Hourly Rate" (that corresponds to the Salary amount) information for the Employee. This will also be used in Crossboarding.
8. New Salary Start Date - specify the "Start Date" for the new Salary.
9. Salary Type - 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 Employee.
10. Payment Frequency - 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 Employee.
11. Actual Hours in Pay Period - if/where relevant specify number of hours in the nominated pay period for the Employee. Click “Next.”

Crossboarding - Work Pattern and Employee Manager

12. Employment Type - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Employee Type" you would like to assign to the Employee.
13. Working Hours - 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 Employee.
14. Public Holidays - 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 Employee.
15. Work Pattern Start Date - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date.
16. Leave Entitlement - 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 Employee.
17. Leave Entitlement Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
18. Manager Reference - 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 Employee to. Click “Next.”


Existing Employee - Company Property

1. Job Property Guide - where a specific piece (or pieces) of Company Property has been assigned to/specified for a particular Job – that Job Property will be displayed here. This is a guide as per the type of Property that Job holder should be given when they commence Employment. When you assign the Property to the Employee in this Step (see below), a new/separate 'Company Property' record is created/assigned to the Employee's record. It also indicates that a physical/actual piece of Property, e.g. computer, car etc, needs to be provided to the Employee.

NOTES:

  • A single (that is separate/individual) Company Property record needs to have been set up in the System for each and every item of physical Company Property that the Organisation has/assigns to Employees.
  • The '+Create Company Property' Wizard allows Users to create a new 'Company Property' record in the System (so that a corresponding new Company Property record can then be created/assigned to the Employee).
  • If the business does not physically have that piece/item of Company Property (and it needs to be purchased), then the 'Property Request' Checkbox should be ticked (see below) and a Property Request (for the purchase on new/additional Company Property (the physical property itself).


2.Company Property - 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 link/button on the left. 'Click “Next.”

The “Create Company Property” Wizard will require you to specify the following information:

  • Code.
  • Name.
  • Condition.
  • Purchase Date.
  • Location.
  • Check Date.
  • Replace.

If the physical item/piece of Company Property you need isn't available, you can also send a Note to the New Employee's Manager to let them know that new Company Property needs to be ordered/sourced by ticking the 'Property Request' checkbox.

NOTES: "If you use the "Request Notes" functionality (to send the New Employee's Manager a note regarding the purchase of additional Company Property) you must have specified the Employee's Manager at the previous 'Manager Reference' Step in the Wizard (see above).

  • The message in the 'Request Notes' filed needs to deal the specifics of the Company Property purchase required, so that the Manager knows exactly what type of Company Property to source/purchase.

Click “Next.”

Existing Employee - Mandatory Training Courses

1. Mandatory Face-to-Face Training at Start of Employment - if specific face-to-face Job training Event/Course/s have been assigned to a particular Job – those Event/s/Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.
2. Mandatory e-Learning Training at Start of Employment - if Go1 APP is Installed. E-Learning Training Method will only show up if the Go1 APP is installed. - If specific e-Learning Job training Course/s have been assigned to a particular Job – Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training. If Mandatory or Mandatory at the START of Employment, you can select these options for E-Learning if the Go1 APP is installed.
3. Mandatory Content - if specific Content is going to be used for Job training / Inductions – you can select "Content" as the "Training Method" then select Mandatory and or Mandatory at the Start of Employment. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.

NOTE: All mandatory training required for the Job held by an Employee will appear as a 'mandatory training requirement' on the Mandatory Tab of the Training Widget. People & Culture Users will then need to assign e-Learning/Courses to the Employee via the Widget, or add the Employee to a Face-to-Face Course/Event waiting List so that they can complete their mandatory training requirements. Once those requirements have been completed, a training record will appear on the 'Training Records' Tab of the Training Widget.
3. Existing Applicant Talent/Compliance:

  • Applicant to Employee Education/Qualifications: Any Education/Qualifications previously obtained by the Employee will appear here, including their status (checked/verified). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check. Please note that Memberships can only be checked in Core-HR / Team Dashboards / P&C User / Compliance Widget / Education and Qualifications option. Based on the Tertiary record for Education and Qualifications.
  • Applicant to Employee Certificates/Licences: Any Certificates/Licences previously obtained by the Employee will appear here, including their status (checked/verified). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check.
  • Applicant to Employee Background Checks: Any Background Checks previously obtained by the Employee will appear here, including their status (passed/failed). Can be viewed in the Compliance Widget From Applicant Tab. If CVCheck APP is installed, these records may have been generated from a CVCheck check.
  • Applicant to Employee Work History: Any Work History previously obtained by the Employee will appear here, including their status (passed/failed).

NOTE: If any of the above compliance records aren't correct/up to date, close the New Employee Wizard, return to the relevant Employee records (Education/Qualifications, Employee Certificates/Licences or Employee Background Checks) and update them before continuing.
4. e-Learning Catalogue - if the User has a third-party e-Learning App installed, this field displays the e-Learning Groups available via the Go1 integration and the content assigned to each of those Groups, which are:

  • General Training - standard Training for all Employees.
  • Induction Training - induction Training related to the Employee's Job.
  • Mandatory Training - mandatory Training related to the Employee's Job. NOTE: For Training to be recognised as mandatory - the 'Mandatory at Start of Employment' box must be ticked when he Training requirement is created. This can be done via the General Menu (on the left-hand side of the System) > Core-HR > Jobs > Select a Job > Training.
  • Job Training - general Training related to the Employee's Job.

If the User does no have a third-party e-Learning App, this step will not appear. Click “Next.”

Existing Employee - User Profile

You will then be asked to create a "User Profile" for the New Employee. This User Profile will outline the New Employee's HR system access, including Permissions granting them access to different parts of the HR system as well as specifying if that User can access the "User Profile/s" of other Employees.

1. First Name –the First Name of the New Employee will be shown here. Update if needed.
2. Surname – the Surname of the New Employee will be shown here. Update if needed.
3. Email – the personal/home Email address of the New Employee will be shown here. Update if needed.
4. User Group – 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.
5. Timezone – 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. Click “Next.”
6. Summary – the final screen in the “Create New Employee From Existing Employee” 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 “New Employee” Record click “Update Employee.”


Existing Employee - Company Policies Wizard

Following the Employee's Crossboarding/creation of the Employee's new Job, you will be asked if you would like to send 'Company Policies' to them. If you select 'No,' you will then be asked about Crossboarding. If you select 'Yes' the 'Company Policies' Wizard will be shown. Alternatively you can assign/send Company Policies to the Employee as part of their Onboarding Welcome Pack or the Onboarding Wizard. If someone has received no Company Policies, you will see them in the "No Policies" tab in the Company Policies Widget.

NOTES:

  • If you have included a 'Company Policies' Step in the Onboarding Welcome Pack/Workflow that you are sending to the New Employee, you do not need to include/send Company Policies in this step. Select 'No' and then proceed to the Onboarding Wizard, which will be triggered next, and complete the steps below.
  • If you haven't included a Company Policies Step in the Onboarding Welcome Pack/Workflow, you can send them here instead. Or, you can go to the Company Policies Widget to send the Company Policy/ies to the Employee later.
  • Company Policies should be associated with 'Jobs,' 'Departments,' or 'Locations,' although Jobs are the primary association used. If you say 'Yes' to this Step (send Company Policy/ies Now), and the neither the Job, Department or Location you're assigning to a New Employee have (a) Company Policy/(ies) assigned to it/them, you will not be able to complete this Step (and error message will be displayed), and will instead be required to send Company Policies later (via the Onboarding Welcome Pack or the Company Policy/ies Wizard). It is therefore recommended that Users create and assign (a) Company Policy/(ies) to the Job (or Department/Location) via the Activation Hub before you create a New Employee and place them in a Job. If the same policy is assigned to a Job and or Department / Location, it will only be sent once. At this Company Policies Step, if there are Company Policies assigned to Jobs, Departments, Locations - they will be shown to the User, and the User can click 'Send Policies.'

To assign Company Policies to the New Employee at this step (assuming you have already assigned Company Policies to the Job, Department or Location per the above), complete the following steps (Note that Company Polices can be created through the Activation Hub: in the Onboarding, Crossboarding, Offboarding Widget as well as the Company Policy Wizard). It is best to use the Activation Hub to initially to enter/create the Company Policy. Then if there are any updates to Company Policies, e.g. New Policy which needs to be sent to existing Employees, then you can use the Company Policy Wizard.

If an Employee has not received any Company Policies (none sent at the 'Company Policies' Step of the New Employee Wizard or via the 'Onboarding Welcome Pack/Workflow'), they will appear on the 'No Policies' tab in the Company Policies Widget. It is also possible to send Company Polices to Employees via this 'No Policies' Tab of the Company Policies Widget.

NOTE: To send a Company Policy to any Employee that Employee first needs to have been assigned a 'Job' and a 'User Group.' Without these two steps (Job and User Group/s assigned), sending a Company Policy to an Employee will generally not work. Company Policies can be sent to Employees based on Location, Department or Job, however, in terms of how the System is set up, it it the relationship between Employee and Job that is primary and therefore 'Job' is the most most important 'Object' that needs to have been assigned to an Employee for sending Company Policies (via the Wizard or an Onboarding Welcome Pack/Workflow - which is created via the Onboarding Wizard). The Company Policies sent to Employees as part of the Onboarding Welcome Pack/Workflow will depend on which Company Policies option is used in the 'Company Policies' Step in the Onboarding Welcome/Pack.

To assign Company Policies to the Employee at this step (assuming you have already assigned Company Policies to the Job per the above), you will need to complete the following steps:

1. Select – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify which Policy/ies types to send to the New Employee. There are three options:

  • Job - select this option if you have assigned (a) Company Policy/(ies) to the Job.
  • Department - select this option if you want to send (a) Company Policy/(ies) based on the Department.
  • Location - select this option if you want to send (a) Company Policy/(ies) based on the Department.

2. Select Policies – specify which Policy/ies you want to send to the New Employee (the Policy/ies available relate to the option selected in the previous field). Click “Send Policies.”

Following completion of the Company Policies Wizard, you will be asked if you would like to “Onboard” the New Employee.

  • If you select “No” the New Employee Wizard will be complete, and the Employee will appear in the User Management Widget On/Offboarding Dashboard. The Employee can be found in the "Crossboarding" Folder, and then under the "No Crossboarding" Tab.
  • If you select “Later” you will be able to Crossboard the Employee later via the User Management Widget On/Offboarding Dashboard. The Employee can be found in the in the "Crossboarding" Folder, and then under the "To Do" Tab.
  • If you select "Now," the “Crossboarding” Wizard will be shown so that you can create an Crossboarding Workflow and assign it to that Employee immediately.

NOTES:

  • Data saved in either of the following two fields of the Company Policies object/folder will be included in the 'Company Policies' step of the Onboarding Welcome Pack:
    • Policy Details: which contains the written Company Policy.
    • Attachments: which contains a file attachment of the Company Policy (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Company Policy attached, the most recently dated/added one will be used.
      • Only the Company Policy that appears in the 'Policy Details' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Onboarding Welcome Pack. If the Company Policy only has an attachment (and no data in the 'Policy Details' field) then the Company Policy will not be included in the PDF download. However, the Company Policy will still appear in the Onboarding Welcome Pack that the New Employee receives/needs to complete prior to commencing employment.
        • If there are no Company Policy/ies data in the System at all (in neither the 'Policy Details' nor the 'Attachments' fields) and the Company Policy/ies step is included in the Onboarding Workflow used, then the 'Company Policy/ies' Step will be automatically omitted. The same applies for Job Descriptions.
  • There are two options when including/sending Company Policy/ies via the Onboarding Welcome Pack/Workflow:
    • Company Policy/ies Assigned to the Job, Location, or Department: this is the proper way to send/assign Company Policy/ies to Employees. Selecting this Company Policy/ies Step in the Onboarding Welcome Pack/Workflow will automatically assign any/all Company Policy/ies assigned to the Job, Location or Department relevant to the Employee and send them in the Onboarding Welcome Pack/Workflow.
    • Ad Hoc Company Policies: this option allows the User to select Company Policies on an Add Hoc basis. It is possible (but not preferable) to select Ad Hoc Company Policy/ies to send to an Employee via the Onboarding Welcome Pack/Workflow. Those Policy/ies will need to be manually selected/assigned to this version of the Company Policies Step in the Onboarding Welcome Pack/Workflow.


Existing Employee - Crossboarding Wizard

1. Summary – the final screen for 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 send your “Crossboarding” Welcome Pack to the nominated Employee/s click “Submit.”
2. Success – if your New Employee has been created 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.



Subscribehr logo.gif