Applies to: HR admins, onboarding owners, reviewers and managers
We're moving every account from the Classic version of the Team and Onboarding pages to the New version. This article explains what changes, what you get, and what happens to your team's information when your account moves.
📌 Do I need to do anything? No. Your team's information, documents and in-progress onboarding come with you. Accounts are moving gradually. Once yours has moved, we recommend reviewing any profiles we combined (see One profile per person).
In this article
How to tell which version you're on
Classic vs New at a glance
What's changing
New features in the New version
What happens when your account moves
FAQ
How to tell which version you're on
Open Team. You're on the New version if you see:
Active, Onboarding and Offboarded tabs at the top of your team list
A Needs attention column in the list
An Add team member button
If you don't see these, you're still on the Classic version. Nothing changes for you until your account moves.
Classic vs New at a glance
Area | Classic version | New version |
Where onboarding lives | Its own Onboarding section. | Under the Team tab, in the Onboarding tab. |
Profiles | A person who works more than one job can have more than one profile. | One profile per person, even if they work several jobs. |
Jobs, pay and location | One job per profile. Location and pay belong to the person. | Several jobs per person. Each job has its own location and pay rate, and one is marked as the primary job. |
Finding issues | No Needs attention column. | A Needs attention column flags what needs your action on each person. |
Duplicate records | Not checked. | Duplicate or invalid SSNs are caught automatically, and your onboarding team is emailed. |
Rehiring | Create a new profile or reuse an offboarded one. | Rehire in one click on the same profile. |
Starting onboarding | Pay and employment details are needed up front. | Start from the team member's profile. Pay and employment details can be added after onboarding starts. |
Tracking onboarding | Onboarding Reminders card on the home page. | An onboarding checklist for each new hire, showing every task and who needs to do it. |
Manager access | Based on location and department. | Based on jobs. Managers see and manage job and pay for their own direct reports. |
On mobile | Not available. | Manage team members from the Workstream mobile app. |
Exporting your team | Export team members. | Export summary (.csv) on each Team list tab. |
What's changing
Onboarding has moved under Team
For HR admins and onboarding owners
Onboarding has moved. You'll now find it under the Team tab, where your members are split into Active, Onboarding and Offboarded tabs. New hires waiting to start or in progress are on the Onboarding tab.
A clearer Team list and profile
For HR admins
Your team is split into Active, Onboarding and Offboarded tabs. The Onboarding tab groups new hires into Waiting to onboard and In progress, with counts.
The Needs attention column on the Active and Onboarding tabs lets you group and filter team members by what they need, so outstanding items are faster to spot.
If your company has more than one EIN, use the EIN switcher to see one at a time.
Each profile has a Job and Pay tab with employment details, jobs and pay rates in one place. Missing details, like pay, are flagged on the profile.
To export your team, use Export summary (.csv) on each Team list tab.
If you use Workstream Payroll: the Job and Pay tab also shows payment method and direct deposit, and is visible to users who can manage payroll team members or view that person's jobs.
One profile per person
For HR admins
Each person has one profile, even if they work more than one job. Pay rate and location belong to each job.
If someone had more than one profile, for example after a rehire, we combine them into one and move their documents over. Combined profiles are flagged so you can review them.
New hires whose onboarding was suspended move to the Offboarded tab, with their suspension date as their last day.
If you don't use Workstream Payroll: jobs from combined profiles are listed together, each with its pay rate. Job titles used in more than one department show the department name, for example "Cashier (Front of House)".
A simpler way to onboard
For onboarding owners and reviewers
Start onboarding from a team member's profile and track it in the new onboarding checklist.
Onboarding that was already in progress carries over, so no one has to start again.
You can add pay and employment details after onboarding has started.
The old onboarding page now takes you to the new checklist.
If you use Workstream Payroll: new hires at a payroll location complete their W-4, direct deposit and state tax forms in a separate payroll form instead of during onboarding.
Learn how in the Start the onboarding process article.
Updated onboarding emails and alerts
For HR admins and reviewers
Reviewer reminder emails and texts link straight to the tasks waiting in the new onboarding checklist.
New alerts let you know when we find a duplicate or invalid SSN. You'll find them in your notification settings.
The Onboarding Reminders card on your home page is replaced by the onboarding checklist.
Settings changes
For account admins
You can't delete a location, or move it to another EIN, while team members still have jobs there. Move those team members first, then make the change.
Your company's jobs live in Company Settings › Jobs, where you can set starting pay and manager permissions for each job. You need the Create and manage users permission to see this page.
If you don't use Workstream Payroll: you can link a user to their team member profile from Manage Users, so their access follows their jobs.
New features in the New version
Catch problems before payroll does
The Needs attention column flags duplicate or invalid SSNs, missing employment info, missing locations, payment methods, tax withholding, addresses and I-9 issues. When a duplicate or invalid SSN is found, staff who manage onboarding get an email.
Rehire in one click
On the Offboarded tab, select Rehire for a former team member marked as eligible for rehire. Their onboarding starts fresh on the same profile, so there's no duplicate to clean up.
Learn more in the Make changes to your team members' data & status article.
Reminders that keep onboarding moving
Your team gets a reminder to start onboarding shortly after someone is added, and an email when a new hire finishes onboarding.
Multiple jobs, one person, the right access
Give a team member more than one job, each with its own location and pay rate. Managers can see and manage job and pay for their own direct reports, and use the My team only filter.
Manage your team on the go
From the Workstream mobile app, you can view your team by tab, add team members, update details, see job and pay, and work through onboarding tasks.
Learn more in the Onboarding Team Members in the Mobile HRIS article.
More in the New version
Onboarding checklist for each new hire: see every task and who needs to do it, and complete, restart, skip or reassign tasks. For the I-9, use Make corrections or updates.
Add team member, step by step: enter their details, review them, then set up employment and start onboarding in one flow. Learn how in the Add new team members article.
Import job earnings: load your team's jobs, locations and pay rates from a CSV file.
Custom earning codes: when assigning a job, choose from your company's own earning codes.
What happens when your account moves
Your information comes with you. Team members, documents and in-progress onboarding move over.
Duplicate profiles are combined. Profiles for the same person are combined into one, documents move to the kept profile, and the profile is flagged for review.
Suspended hires are offboarded. They move to the Offboarded tab with their suspension date as their last day. No notification is sent to them.
Onboarding tasks carry over into the new onboarding checklist.
⚠️ Before your account moves: if you don't use Workstream Payroll, wages must be in USD and paid hourly or yearly, and no two job titles can share the same name. Our team will contact you if anything needs fixing first.
Frequently Asked Questions (FAQs)
Where did Onboarding go?
Where did Onboarding go?
Onboarding has moved. You'll now find it under the Team tab, in the Onboarding tab.
When will my account move?
When will my account move?
We're moving accounts gradually. You'll see the New version the next time you log in after your account has moved.
Where did Export team members go?
Where did Export team members go?
Use Export summary (.csv) on each Team list tab.
Someone has the wrong details after their profiles were combined. What should I do?
Someone has the wrong details after their profiles were combined. What should I do?
Open the flagged profile, check the details, and update them. If something looks wrong, contact us at help@workstream.is.
Still have questions? Contact us at help@workstream.is.