Revision as of 05:29, 27 July 2021

The Onboarding/Offboarding Workflows define the process for Onboarding or Offboarding Employees.

Workbench - Setting up an Onboarding and Offboarding Workflow

Workbench - General Details

The General Details area determines the settings used for the Workflow.

Setting or editing the General Details

1. After logging into the Subscribe-HR portal, select the Maintenance Module from the main menu.
2. Select the On/Offboarding Workflow menu option.
3. Select the desired workflow, or create a new one by pressing the Add New Record button.
4. Fill in the fields as defined below.
5. Select the Save button.

Mandatory fields are marked with a red asterisk, the record will not be saved unless mandatory fields are filled in first.

Workbench - General Details fields explained

Workbench - Workflow Steps

The Workflow Steps determine what documents, canvases and policies need to be actioned, and the order in which they are stepped through by the Employee.

Workbench - Adding Steps

To add a step to the Workflow:

1. After entering the desired workflow, select the Add Step Button.
2. Fill in a heading for the step.
3. Select a type for the step. Note: There can only be 1 contract step.
4. Depending on the type chosen, you will need to:

• Contract: Select the Contract Template to be used for this step. These can be set up Here.
• Canvas: Select the SHaRe Canvas to be used for this step. These can be set up Here.
• Company Policies: Select the Company Policies to be used for this step. Multiple Policies can be selected. These can be set up Here.
• Information: Use the Text Editor to create the content for this type.

5. Press the Save button.

Workbench - Editing Steps

Steps can be edited after creation. To edit a step, press on the pencil icon on the top right corner of the step.

To remove a step, press the "x" icon at the top right of the step.

To re-organise steps, click and drag the step you wish to move to its new position. Steps will be progressed through in order from top to bottom.

Team Dashboards - Setting up an Onboarding and Offboarding Workflow

Team Dashboards – Create New On/Cross/Offboarding Workflow

To create a “New” On, Cross or Offboarding Workflow follow this path via the main menu on the left-hand side of the Subscribe-HR system:

• General.
• Maintenance.
• On/Offboarding workflow.

Click the green “Create New” button at the top of the screen.

Team Dashboards – General Details

You will then be asked to specify the following information to create a new Workflow.

1. Name – give the New On/Cross/Offboarding Workflow a name.
2. Type – specify the type of Workflow you want to create. There are three options:

• Onboarding – for Onboarding New Employee/s.
• Offboarding – for Offboarding Leavers.
• Crossboarding – for Crossboarding existing Employee/s to a new Job.

Team Dashboards – Workflow Steps

To add steps to your Workflow, click the green “Add Step” button under the heading “Workflow Steps.”

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

1. Step Heading – give the Workflow step an appropriate name.
2. Type – specify the type of information you want to include in the Workflow at this step. The options are:

• 1. Letter of Offer – includes a Letter of Offer in the Workflow.
  2. Contract – includes a Contract in the Workflow.
  3. Canvas – includes (a) Survey/s in the Workflow.
  4. Information – includes information you specifically want to add to the Workflow.
  5. Company Policies – includes Company Policy/ies in the Workflow.

Depending on which of the options you select a new field will appear below the field “Type.”

If you select “Letter of Offer” you will be required to specify which Letter of Offer to include in this Workflow.

If you select “Contract” you will be required to specify which Contract to include in this Workflow.

If you select “Canvas” you will be required to specify which Survey to include in this Workflow.

If you select “Information” you will be required to specify which Information to include in this Workflow. You will be able to input Information into the wysiwig editor. You can then use the formatting options available to format your Information.

If you select “Company Policies” you will be required to specify which Company Policy to include in this Workflow.

Repeat this process until you have created all the steps you want to include in your Workflow. When you have added all the steps, you can reorder them by clicking on each individual step and dragging it up or down with your mouse/cursor.

When you are satisfied with the content and the order of your Workflow. Click “Save.”