Revision as of 01:38, 18 June 2024

Team Dashboard Onboarding, Crossboarding and Offboarding

How to Navigate to the Onboarding, Crossboarding & Offboarding Dashboard

To Navigate to this Dashboard (and access Onboarding, Crossboarding and Offboarding functionality) Widget follow these steps:

• Click on Dashboard ---> Home (In the menu on the left-hand side of the system/screen).
• Click on the "Dashboards Menu" Dropdown (the second dropdown menu from the top of the system/screen).
• Scroll down and select "Onboarding/Offboarding."
• When the Onboarding/Offboarding Dashboard opens, scroll down to the Widget you need in order to On, Cross, or Offboard Employees.

This Dashboard contains the following Widgets:
1. 4 Small Information Display Widgets:

• Need User Group.
• Onboarding time.
• Onboarding complete.
• Crossboarding incomplete.

2. Employee Processing.
3. User Management.

Note: Notifications about On/CrossOffboarding related Tasks and Reminders can be accessed via two locations:

• System Inbox: click on the small envelope in the top right corner of the System - just to the left of your name (after you click on it a menu opens - scroll down and select 'See all Alerts' - which will open the inbox).
• The Tasks & Notifications Widget on the My Info, Manager or People & Culture Dashboards.

Note: If you are using the FREE On/Cross/Offboarding Solution only, some of the features and functionality are restricted. For example, the Steps in the New Employee Wizard are limited to the following):

• Create New Employee Profile.
• Create New Job and Salary.
• Create User Profile.

To be able to access all the Steps in the New Employee Wizard, Users will need to Subscribe to other Solutions including Core-HR.

On/Cross/Offboarding - Employee Processing Widget

This Widget allows Users to quickly and easily manage Employees through each of the following processes by clicking on the relevant “Folder”:

• Onboarding - manage Employee Onboarding and trigger Onboarding Welcome Pack/Workflows.
• Crossboarding - manage Employee Crossboarding and trigger Crossboarding Welcome Pack/Workflows.
• Offboarding - manage Employee Offboarding and trigger Offboarding Welcome Pack/Workflows.

In each of these Folders, there are a series of "Tabs" that provide different functionality for managing Employees during the On/Cross/Offboarding process. Within each Tab, there is a table that contains different columns. The Folders, Tabs, and Columns are explained below.

From within the majority of these Folders/Tabs in the Employee Processing Widget there is a "+ Create New" link (top right-hand side of the Widget). Clicking on this link will either trigger the associated Wizard (On/Cross/Offboarding) or a "Create New Employee From Scratch" Wizard, which will enable you to create a New Employee (if required) and then Onboard them immediately thereafter.

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

These Widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widgets.

Employee Processing Widget – Onboarding Folder

Within the Onboarding Folder, there are a series of “Tabs” where you can manage the Onboarding of Employees. Those Tabs are:

• Active.
• Completed.
• Non-Starter.
• Cancelled.
• To Do.
• No Onboarding.
• All.

NOTE: Users who are only using the FREE Onboarding Solution (and haven't subscribed to Core-HR) can create Employee records via '+Create New' on the Onboarding Folder in the Employee Processing Widget on the On/Offboarding Dashboard. Once an Employee Record has been created those Employees can be Onboarded.

Employee Processing Widget – Onboarding Folder – To Do Tab

The Onboarding To-Do Tab enables you to view and manage any outstanding tasks related to Employees who require Onboarding.

Employee Processing Widget – Onboarding Folder – Active Onboarding Tab

The Onboarding Active Tab enables you to view and manage Employees with an active Onboarding Welcome Pack/Workflow assigned to them.

Employee Processing Widget – Onboarding Folder – Completed Tab

The Onboarding Completed Tab enables you to view and manage Employees who have completed the Onboarding Welcome Pack/Workflow assigned to them.

Note: When Users/New Employees have completed the Onboarding process/the Onboarding Welcome Pack, there is one more step before the creation of their new Employee Record is created. To "Activate" the New Employee record, go to the User Management Widget, Onboarding Completed tab. See below for instructions.

Employee Processing Widget – Onboarding Folder – Non-Starter Tab

The Onboarding Non-Starter Tab enables you to view and manage Employees who were offered a Job, sent an Onboarding Welcome Pack/Workflow, and either completed the Onboarding Welcome Pack/Workflow but didn't show up for work, or they didn't complete the Onboarding Welcome Pack/Workflow, nor did they show up for work. In either/both cases, these Employees are classified as Non-Starters.

Employee Processing Widget – Onboarding Folder – Cancelled Tab

The Onboarding Cancelled Tab enables you to view and manage Employees for whom the Onboarding Welcome Pack/Workflow assigned to them has been Cancelled.

Employee Processing Widget – Onboarding Folder – No Onboarding Tab

The 'No Onboarding' Subtab enables Users to view and manage New Employees to whom an Onboarding Welcome Pack/Workflow has not yet been sent/assigned.

Employee records that were created in the System via a data upload and/or imported via Payroll Integration haven't been Onboarded (at least not via Subscribe-HR/the System). Customers with Employee records created via data upload/Payroll Integration import are advised to create a specific Onboarding Welcome Pack/Workflow to send to these types of Employees. This Welcome Pack/Workflow should include a 'Company Policies' Step for compliance purposes, so that there is an auditable reference of which Company Policy/ies have been sent to which Jobs, Departments, Locations and/or Employees. Alternatively, Company Policies can be sent to Employees who have not been Onboarded in two ways:

• 'New' or 'Current/Existing' Company Policy/ies can be sent to (an) Employee/s via the Company Policies Wizard.
• Company Policy/ies that have been assigned to the Employee's Job (the standard/default), Department and/or Location can be sent via the 'No Policies' sub tab of the 'Company Policies Widget' on either the Peopel & Culture Dashboard, or the Manager Dashboard.

Employee Processing Widget – Onboarding Folder – All Tab

The All Tab enables you to view and manage all Onboarding tasks and Employees to whom Onboarding Welcome Pack/Workflows have been assigned.

Employee Processing Widget – Crossboarding Folder

Within the Crossboarding Folder, there are a series of “Tabs” where you can manage the Crossboarding of Employees. Those Tabs are:

• Active - Crossboarding that has been sent and in process. Information included in the Columns include: Job, Salary, Type. Type refers to the Type of Crossboarding. E.g. Was it based on Salary, Job, Job/Salary. Or was it General. General means that there was No Contract and or Offer included in the Crossboarding Pack. The Crossboarding may have been sent to Existing Employees - based on a Payroll Integration that was set-up in the initial implementation and the Employees have had no Introduction to the system. In this case you would not use Onboarding, you would use a General Crossboarding Pack, that doesnt contain Offer and or Contract. It contains items like: Company Policies, Job Descriptions, Videos, Surveys etc.
• Completed - Crossboarding that has been sent and has been Completed. Information included in the Columns include: Job, Salary, Type.
• Cancelled - Crossboarding that was sent but has been Completed. Information included in the Columns include: Job, Salary, Type.
• To Do - If the user has Created New Records for Salary, Job, Salary/Job, but they have opted to do the Crossboarding later, the Crossboarding instance will be placed in "To Do"
• No Crossboarding - If an Employee was created through the left hand side Folders e.g. Create New Employee and then Salary and Job and it's their second record for Job. But they have had no Crossboarding, they will appear in No Crossboarding. From here, you will be able to See their Job and Salary in the Columns view against their record. If you want to create a New Job, Salary, Job/Salary, you can select the Action, "Start Crossboarding". Or if you want to use the Current Record/s: Job, Salary, Job/Salary, use the Action, Move to "To Do".
• All. Information included in the Columns include: Job, Salary, Type.

Notes:

• If a Change Request has been approved, and this Change Request is for Job or Salary, after approval of the Change Request, you will see these Records for Job and Salary in the Merge Fields Dropdown in the Crossboarding Wizard, where they can be selected. Newest records are at the bottom of the Dropdown list.
• If a Crossboarding Workflow/notification is sent as part of the Crossboarding process, it is sent to the Employee's 'Work' and 'Personal' email addresses. In the Change Request Widget, Authorised Change Request for Salary, Job, Salary and Job can be sent either individually or together (Salary and Job). If you want to send them individually you can Select the "Action" then Start Crossboarding for individual Authorisations (e.g. Salary). Or you can select the Check Box's on the far left. Once this is done you will see Text appear top right of the widget called "Start Crossboarding". If you Click this you can start Crossboarding for Both Salary and Job change information. You need to have a Crossboarding Pack set-up which has the ability to merge Job and Salary Information. You should also set-up a Crossboarding Pack for Salary Only and Job only.

Employee Processing Widget – Crossboarding Folder – To Do Tab

The Crossboarding Active Tab enables you to view and manage Employees with an active Crossboarding Pack/Workflow assigned to them. You can Crossboard people when they have changed Jobs, and or Salary.

Employee Processing Widget – Crossboarding Folder – Active Crossboarding Tab

The Crossboarding Active Tab enables you to view and manage Employees with an active Crossboarding Pack/Workflow assigned to them.

Employee Processing Widget – Crossboarding Folder – Completed Tab

The Crossboarding Completed Tab enables you to view and manage Employees who have completed the Crossboarding Pack/Workflow assigned to them.

Employee Processing Widget – Crossboarding Folder – Cancelled Tab

The Crossboarding Cancelled Tab enables you to view and manage Employees for whom a Crossboarding Pack/Workflow assigned to them has been Cancelled.

Employee Processing Widget – Crossboarding Folder – No Crossboarding Tab

The No Crossboarding Tab enables you to view and manage Employees to whom a Crossboarding Pack/Workflow has not yet been assigned. They usually appear in here if there has been a Payroll Import. Including Job and Salary as part of that import. If you want to create a New Job, Salary, Job Salary for people, Select Action "Start Crossboarding". This will allow you to create a New Record/s (Salary, Job, Salary/Job) before you send the relevant Crossboarding Pack. If you dont want to send Crossboarding Packs which have Offer and Contract, select the Action Move to To Do. From here you can use the Current Job, Salary so you cant send Letter of Offer, Contract included in the relevant Pack. Or you can send a General Crossboarding pack do to the fact that you are just sending intro information to Employees who dont need Crossboarding as such, you just want to communicate with them, and send Videos, Surveys, Company Policies etc. Please note that if the Employee has already got a Job and Salary Record, they will be a Crossboarding enabled Employee. Onboarding is used for sending New Employee information to New Employees. This can be done through Recruitment or by Creating the New Employee Record from the Onboarding Tab - Create New. NOTE: Please make sure that your Crossboarding Packs are set-up in a way, that if you are creating Records/Update for, example: Salary change only the Crossboarding Pack only contains a Offer/Contract template/s that has merge fiends in it that can show the Salary Change. If you are creating new records for Salary and Job Change then the Offer/Contract Templates in the Crossboarding Pack need to reflect this.

NOTE: Employees who have had their Employee record updated (that is, their New Employee Profile (including Job, Salary etc) has been created/assigned via the "Holding Table" but who are not Crossboarded "Now" via the Crossboarding Wizard, will be saved under the "No Crossboarding" tab. To complete the Crossboarding process (and send these Employees a Crossboarding Pack), follow these steps:

1. Go to the No Crossboarding tab of the Crossboarding folder.
2. Click the "Action" dropdown next to the Employee you want to Crossboard.
3. Select "Move to To Do" (do not select "Start Crossboarding" if you have already/previously completed part of the process by creating a New Employee Record) - otherwise, you will create two new entries on their Employee record - both for the same New Job, New Salary).
4. Go to the "To Do" tab.
5. Click the "Action" dropdown next to the Employee you want to Crossboard.
6. Select "Start Crossboarding."
7. Complete the Crossboarding Wizard.

Employee Processing Widget – Crossboarding Folder – All Tab

The All Tab enables you to view and manage all Crossboarding tasks and Employees to whom Crossboarding Pack/Workflows have been assigned.

Employee Processing Widget – Offboarding Folder

Within the Offboarding Folder, there are a series of “Tabs” where you can manage the Offboarding of Employees. Those Tabs are:

• Active.
• Completed.
• Cancelled.
• To Do.
• Active Employees.
• Completed.
• All.

The optimal process for Offboarding Employees is:

1. Return Company Property.
2. Specify the departing Employee as a 'Leaver' by entering their "Last Day or Work".
3. Offboard the Employee Via the Offboarding Wizard.

However, it is also possible to change nominate / specify an Employee as a leaver and start the Offboarding process without first having return Company Property.

For an explanation of the Offboarding process, go to the Offboarding Wizard.

NOTE:: User Profiles/Accounts are active for as long as the User remains an Employee or has active User Group/s permissions assigned. When an Employee leaves your organisation and you 'Offboard' them, their User Profile/Account is deactivated when the following two parameters are met:

• The Employee is marked as a 'Leaver' in the System by entering their "Last Day or Work". The Employees Leaver Flag will be ticked automatically following the passing of their "Last Day of Work. They will then not be able to log back into the system.

Employee Processing Widget – Offboarding Folder – To Do Tab

The Offboarding To-Do Tab enables you to view and manage any outstanding tasks related to Employees who require Offboarding.

Employee Processing Widget – Offboarding Folder – Active Offboarding Tab

The Offboarding Active Tab enables you to view and manage Employees with an active Offboarding Pack/Workflow assigned to them.

Employee Processing Widget – Offboarding Folder – Completed (W) Tab

The Offboarding Completed Tab enables you to view and manage Employees who have or are in the process of completing the Offboarding Pack/Workflow assigned to them.

Employee Processing Widget – Offboarding Folder – Cancelled Tab

The Offboarding Cancelled Tab enables you to view and manage Employees for whom an Offboarding Pack/Workflow assigned to them has been Cancelled.

Employee Processing Widget – Offboarding Folder – Active Employees Tab

The Crossboarding Active Employees Tab enables you to view and manage all currently Active Employees in the System for the purpose of marking them as a "Leaver" and then managing the return of Company Property and assigning them an Offboarding Workflow.

Employee Processing Widget – Offboarding Folder – Completed Tab

The Offboarding Completed Tab enables you to view and manage Employees who have completed Offboarding and did not have an Offboarding Pack/Workflow assigned to them.

Employee Processing Widget – Offboarding Folder – All Tab

The All Tab enables you to view and manage all Offboarding tasks related to the Offboarding of Employees.

On/Cross/Offboarding - User Management Widget

This Widget allows Users to quickly configure User access to new and existing Employees, as well as providing System access to Users that are not Employees. Users can also quickly review Employees who have/do not have access and Users with access but no employee profile linked.

Users can be classified in the following ways:

1. Users that are Employees.
2. Users that are not Employees but work for or are associated with the organisation (E.G. Board Members and Directors).
3. Users that are external parties (for example Recruitment Agencies/Consultants etc).

These widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widget/s.

User Management - User Group Assigned Tab

Selecting this Tab will display all Employees who have been assigned a "User Group" (which relates to the type/s of System Permissions the User is assigned). Further Actions can be made as detailed in the table below.

User Management - No User Group Tab

Selecting this Tab will display all Employees who have not yet been assigned a User Group, which means they won't be able to take any actions in the System (because all functionality in the System is tied to User Group permissions.

User Management - User Group Only Tab

Selecting this Tab will display all Users in the system who do not have an Employee profile linked. For example, an HR Consultant or Recruiter could be assigned a relevant User Group that gives them access/permission to access some part of the System, but does not give them Employee status/access to Employee Self-Service.

User Management - Inactive User Tab

Selecting this Tab will display all Users who have been deactivated from your system.

User Management – Onboarding Completed Tab

Selecting this Tab will display all Users who have completed Onboarding within your system.