Revision as of 06:09, 23 June 2021

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.

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 bacc' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

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. Click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list.
3. Scroll down and click on the "New Employee" option 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. These include: Date of Birth, Employees 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 Employees 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.

Note: Mandatory fields are marked with an *asterisk.

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 right.

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

• If the Job is a ‘Key’ job.
• Job Name.
• 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.

1. 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.”
2. New Hourly Rate - specify the "Hourly Rate" (that corresponds to the Salary amount) information for the New Employee. This will also be used in Onboarding.
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. 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.
5. 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. 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 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 "Payment Frequency" 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 Profile - 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.
5. Leave Profile Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
6. 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 specific Job Property has been outlined against a particular Job – that Job Property will show in this section also. This is a guide as per the type of Property that Job holder should have. When you assign the Property, you are assigning the actual piece of property, e.g. computer, car etc.
2. Company Property - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Company Property" that needs to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Property type doesn’t exist in the dropdown menu, you can "Create Company Property” using the button on the right. Click “Next.”

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

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

Click “Next.”

New Employee from Scratch - Training

1. Job Courses Guide - where specific Job Course/s have been outlined against a particular Job – that Job Course/s will show in this section also. This is a guide as per the type of Course/s that Job holder should have.
2. Courses - click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Specify the "Courses" that need to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. Click “Next.”

New Employee from Scratch - User Profile

You will then be asked to create a User Profile for the New Employee.

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.
6. 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. Click “Next.”

1. 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 – Company Policies Wizard

Following the creation of the new Employee and their "User Group/s", you will be asked if you would like to send “Company Policies” to them. If you select “No”, you will then be asked about Onboarding. If you select "Yes", the “Company Policies” Wizard will be shown.

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.
• Department.
• Location.

1. 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. If you select “Later” you will be able to Onboard the New Employee later via the “Onboarding” Wizard. If you select "Now", the “Onboarding” Wizard will be shown.

New Employee from Scratch - Onboarding Wizard

1. Name – give the Onboarding Workflow a name.
2. Workflow – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Select the Onboarding Workflow you want to create.
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 – review and edit the Employment Contract that appears in the wysiwig editor. Use the formatting options available to format the Employment Contract. 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 ‘Later,’ a date field will appear. Click on the calendar on the far right and specify the date you want to send the Survey.

Specify which of the following options apply by ticking the checkboxes:

• Requires Letter of Offer Approval.
• Requires Contract Approval.
• Send Workflow Checklist.

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 Workflow. Click on the downwards pointing arrow (right hand side of the popup window) and select the Checklist you want to include. Click “Next.”

1. Summary – the final screen for the Onboarding Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your “Onboarding” Workflow to the nominated Employee/s click “Submit.”

1. 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.

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.” Clicking on the Applicant will transfer them to the “New Employee/s” table. 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.

Note: Mandatory fields are marked with an *asterisk. 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.
• 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.

1. 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.”
2. New Hourly Rate - specify the "Hourly Rate" (that corresponds to the Salary amount) information for the New Employee. This will also be used in Onboarding.
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. 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.
5. Actual Hours in Pay Period - if/where relevant specify 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 "Payment Frequency" 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 "Payment Frequency" 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 Profile - 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.
5. Leave Profile Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
6. Employe’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.”

Applicant - Company Property

1. Job Property Guide - where specific Job Property has been outlined against a particular Job – that Job Property will show in this section also. This is a guide as per the type of Property that Job holder should have. When you assign the Property, you are assigning the actual piece of property, e.g. computer, car etc.
2. Company Property - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Company Property" that needs to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Property type doesn’t exist in the dropdown menu, you can "Create Company Property” using the button on the right. Click “Next.”

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

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

Click “Next.”

Applicant - Training

1. Job Courses Guide - where specific Job Course/s have been outlined against a particular Job – that Job Course/s will show in this section also. This is a guide as per the type of Course/s that Job holder should have.
2. Courses - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Courses" that need to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. Click “Next.”

1. Mandatory Training "Courses". Do you want to "Short List" this Person on the "Waiting List" for "Job Mandatory - Courses" Training. Job Mandatory Training is stored against the "Job" Folder. The "Courses" Folder is where the Training Course information is stored. This links through to the Employee - Training Sub Folder.

Applicant - User Profile

You will then be asked to create a User Profile for the New Employee.

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.
6. 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. Click “Next.”

1. 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.”

Applicant – Company Policies Wizard

Following the creation of the new Employee and their "User Group/s", you will be asked if you would like to send “Company Policies” to them. If you select “No”, you will then be asked about Onboarding. If you select "Yes", the “Company Policies” Wizard will be shown.

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.
• Department.
• Location.

1. 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.”

1. <b>Name – give the Onboarding Workflow a name.

window) to open the dropdown list. Choose between deploying ‘now’ or ‘Later.’

1. Workflow – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Select the Onboarding Workflow you want to create.
2. Employees – the name of the New Employee you have just created will appear here. Click “Next.”
3. 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.”
4. Review and Edit Contract – review and edit the Employment Contract that appears in the wysiwig editor. Use the formatting options available to format the Employment Contract. Click “Next.”
5. When to Send – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Choose between deploying ‘Now’ or ‘Later.’
6. Send Date – 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.

Specify which of the following options apply by ticking the checkboxes:

• Requires Letter of Offer Approval.
• Requires Contract Approval.
• Send Workflow Checklist.

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 Workflow. Click on the downwards pointing arrow (right hand side of the popup window) and select the Checklist you want to include. Click “Next.”

1. Summary – the final screen for the Onboarding Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your “Onboarding” Workflow to the nominated Employee/s click “Submit.”

1. 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.