New Employee Wizard

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).

Applicant

1. Select "START" at the Top Right-hand side of the Dashboard [The Top Right of your screen].
2. Type the Applicants Name, they will appear with a descriptor of which Vacancy is the last Vacancy they Applied for. You can select multiple Applicants or Single Applicant.
3. Select the "Start Date" and "Job" you would like to assign to them. This information will be used in Onboarding if you choose to Onboard them. You can "Create" a new "Job" if the "Job" does not exists in the DropDown.
4. Enter the "Salary" Information for the Person. This will also be used in Onboarding. In the "Letter of Offer" and or "Contract".
5. Assign the "Working Hours", "Leave Profile", "Public Holidays".
6. Assign the "Manager".
7. Assign "Company Property". You can "Create New" if the "Company Property" does not exist in the DropDown. The Job Property that has been outlined against Job - 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.
8. Notification that the Applicants "Certificate and Licences", "Education and Qualifications", "Background Check", information will be copied over to the Employees Record.
9. Mandatory Training. Do you want to "Short List" this Person on the "Waiting List" for "Job Mandatory" 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.
10. Final Summary shows an Overview of all of the information you are creating from the new Person, People. A "Create New Employee" button is available.
11. You will be ask to assign a "User Group" to the new Person / People.
12. Following the creation of the new Employee and their "User Group", you will be asked if you would like to Onboard them. If you select "YES", the Onboarding Wizard will be shown.
13. If "Yes" complete Onboarding. Following the Completion of Onboarding, this Person will have a status of "No User Group". Following the completion of Onboarding, the system will notify you that they need to have a "User Group" assigned. They will appear in the "Onboarding Dashboard" in one of the Small Widgets at the Top of the screen called "User Group Required". 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.
14. If you have chosen not to Onboard the person, you will be asked if you want to send them a notification to read "Company Policies". Select "No" for this if you intend to "Onboard" them later. Remember that "Company Policies" can be completed during one the Onboarding steps.
15. If you have selected "No" to Onboarding, following the confirmation about "Company Policies" you will see a "Success" message letting you know that the New User has been created and "Company Policy" notification has been sent.

New Employee from Scratch

1. Select "START" at the Top Right-hand side of the Dashboard [The Top Right of your screen].
2. Enter the New Employees Details. Start Date is Mandatory.
3. Select the "Job" you would like to assign to them. This information will be used in Onboarding if you choose to Onboard them. You can "Create" a new "Job" if the "Job" does not exists in the DropDown.
4. Enter the "Salary" Information for the Person. This will also be used in Onboarding. In the "Letter of Offer" and or "Contract".
5. Assign the "Working Hours", "Leave Profile", "Public Holidays". The "Start Dates" for these items will be brought through from the "Start Date" which you have entered in Step 2.
6. Assign the "Manager".
7. Assign "Company Property". You can "Create New" if the "Company Property" does not exist in the DropDown. The Job Property that has been outlined against Job - 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.
8. 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.
9. Final Summary shows an Overview of all of the information you are creating from the new Person. A "Create New Employee" button is available.
10. You will be ask to assign a "User Group".
11. Following the creation of the new Employee and their "User Group", you will be asked if you would like to Onboard them. If you select "YES", the Onboarding Wizard will be shown.
12. If "Yes" complete Onboarding. 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.
13. If you have chosen not to Onboard the person, you will be asked if you want to send them a notification to read "Company Policies". Select "No" for this if you intend to "Onboard" them later. Remember that "Company Policies" can be completed during one the Onboarding steps.
14. If you have selected "No" to Onboarding, following the confirmation about "Company Policies" you will see a "Success" message letting you know that the New User has been created and "Company Policy" notification has been sent.

Employee Changing Jobs

1. Select "START" at the Top Right-hand side of the Dashboard [The Top Right of your screen].
2. Select the Employee you wish to transition to a new Job.
3. You will see their current Job. Select the "Job" you would like to assign to them, or leave the current Job. This information will be used in Crossboarding if you choose to Crossboard them. You can "Create" a new "Job" if the "Job" does not exists in the DropDown.
4. You will see their current Salary. Leave this or choose to Create New Salary information. This will also be used in Crossboarding. In the "Letter of Offer" and or "Contract".
5. You will see their "Working Hours", "Leave Profile", "Public Holidays". You can leave these or choose to reassign these.
6. You will see their current "Manager". You can re-assign their manager.
7. You will see their "Company Property". You can "Create New" if the "Company Property" does not exist in the DropDown. You can also choose to return the property and re-assign new property. The Job Property that has been outlined against Job - 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.
8. Mandatory Training. Do you want to "Short List" this Person on the "Waiting List" for "Job Mandatory" 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.
9. Final Summary shows an Overview of all of the information you are changing the Persons Job. A "Change Details" button is available.
10. You will see their current User Group. You can re-assign a User Group.
11. Following the change of the Employees Job and the update of the "User Group", you will be asked if you would like to Crossboard them. If you select "YES", the Crossboarding Wizard will be shown.
12. If "Yes" complete Crossboarding. The Crossboarding 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.
13. If you have chosen not to Crossboard the person, you will be asked if you want to send them a notification to read "Company Policies". Select "No" for this if you intend to "Crossboard" them later. Remember that "Company Policies" can be completed during one the Onboarding steps. If you choose not to Crossboard, the Person will appear in the Onboarding Offboarding Dashboard in one of the little widgets "Crossboarding" Required.
14. If you have selected "No" to Crossboarding, following the confirmation about "Company Policies" you will see a "Success" message letting you know that the New User has been created and "Company Policy" notification has been sent.

Onboarding Offboarding Dashboard

The Onboarding Offboarding Dashboard will show you:

1. People that need to be Onboarded. These people will be Employees that have not completed any onboarding. They may be Applicants that have been transferred to HR or Employees that have had a record Created from scratch.
2. People that need to be Crossboarded. These people will have changed Jobs, and you will have the opportunity to change information for the person or leave.
3. People that need to be Offboarded. These people will have been marked as "Leavers", but have not bee sent through the Offboarding process.
4. People who do not have a User Group.