Easily manage your onboarding process while providing a great experience for your new hires.
Table of Contents:
Move applicants to Onboarding (Mark as hired)
The first step to Onboarding is marking your applicants as hired. Applicants can be moved manually or automatically after they finish the Complete Hiring stage.
To manually mark the applicant as hired, follow the steps below:
Go to the Applicants tab and search for the applicant. You can filter by location by clicking the drop-down arrow or by typing their names.
2. On the far right side of the applicant's name, click the three-dot menu and select Mark as hired.
To automatically mark them as hired, follow the steps below:
Go to Positions > Select brand and location > Select the position and on the far right end, click the three-dot menu and select Edit position.
Go to Stages > Select Hiring Complete stage > on the right side, select the Automation tab.
3. Turn on Mark them are hired.
1. Click the Onboarding icon on the left side panel to access it.
2. The Overview tab shows you the three stages of your hiring process. This helps you track your new hires as they go through each of the stages.
New - This is where your new hires live as soon as you mark them as hired. This is also where you start their onboarding process.
In Progress - This stage gives you access to your new hires' tasks and what needs to be done to complete your process.
Completed - Once a new hire completes your onboarding process, this is where you, as a hiring manager, can view tasks and download their files.
3. The Processes tab shows the list of your onboarding process. This is where you can create your process and edit them to include more modules.
4. The Employees tab shows you the list of those who have onboarded and lets you export their files.
5. The Company Documents tab lets you upload and customize your company documents to prepare them for collecting and storing signatures electronically.
Create a new onboarding process
Set up your process before you start onboarding new hires.
1. Create and name your process.
From the main menu, go to the Onboarding tab, select Processes, and click Create new process.
Name your process and click Continue.
2. Build your onboarding process.
The next page will show a list of all the modules that you can include in your Onboarding process.
Select one or more tasks to include in your process.
The Custom Form allows you to create an online form and gather necessary information from your new hire to complete their onboarding process.
The Sign Company Documents allows you to upload your own company documents and prepare the merge fields through HelloSign.
3. Configuring each task.
Your Onboarding process is designed to collect all basic information about your new hire and their employment. This first part of your process is called the Basic Information module, and it has two parts.
A. 1st part shows what information the hiring manager provides.
B. 2nd part shows what information the new hire provides.
Within these parts, some information is set to required (both the new hire and the hiring manager are required to provide the information) and some are set to off or optional.
Click Continue once you are done or Skip this task if you'd like to finish it later.
4. Review your process and Save it to finish.
When a module is not configured, a yellow message beside it will say "configuration required."
On the right panel, you have the option to either Edit or Delete the task.
View your onboarded new hires
Click on the "Employees" tab to see a list of onboarded new hires
When you search for a specific new hire, you can use filters such as by position, process, and status or type their names in the search box.
Click Export on the far right side of the page to export new hires' information. (Exports only include those who have fully completed onboarding)
Upload and prepare company documents
To add the Sign company documents module and prepare your company documents, follow these steps below:
1. Go to the Company documents tab, and click Upload document.
Documents are uploaded in PDF format only.
Select who needs to sign the document. (New hire and the role of the company signer)
You may add more company users for documents that need multiple signatures.
2. Click Prepare document.
3. To prepare your document, click the Signers on the upper left side and choose who needs to sign the document. Drag and drop the elements from the left panel to fill out the fields on the document and click Continue.
All company documents included in your processes are arranged in alphabetical order.
If multiple users or a certain role are assigned as a signatory, any of the assigned users or users having the same role can complete the process regardless of who started it.
In addition, if your company signer was disabled, ownership of the task will automatically reassign to other assigned owners or to the Super Admin if no other assigned users exist. If the task is in progress, it will be restarted.
Configure onboarding-related settings
In order to access onboarding, a hiring manager needs to have the correct permissions.
Check the user settings and make sure Manage onboarding is turned on. To do this, follow the steps below:
Go to the Company tab > Manage Users.
Select the user that needs permission to onboard, on its far right side, click the pen and paper icon and select the Permission tab.
Onboard Employees - should be turned on for hiring managers to onboard and manage new hires.
Edit Onboarding processes - should only be turned on for admins.
Provide tax information
Tax information is required for onboarding processes. To add tax information for your location, follow the steps below:
STEP 1: From your Workstream dashboard, go to Company > Tax entities > Add tax entity.
STEP 2: Enter the Tax entity name, Employer Identification Number (EIN), and complete address.
STEP 3: Once you click Next, verify that the information you've entered is correct then click Add tax entity.
STEP 4: After adding the tax entity, click Link location.
STEP 5: Select which location you wish to link the tax entity and click Save.
You can manage the location's Tax Entity from the Locations tab. To do that follow the steps below:
STEP 1: Go to Company > Locations > select which location you want to manage and click the three dots on the far right side of the location's name. Then, select Edit.
Configure notification settings
Users or hiring managers can turn on notifications for when a new hire is ready to be onboarded or receive updates on new hires' onboarding tasks.
To turn on notifications, click the gear icon at the bottom left side panel > select Account > Notifications tab > Onboarding tab.
Users can turn on Email or SMS notifications.
New hire experience
New hires receive both an email and a text message prompting them to begin their onboarding.
When they click Get started, it will bring them to a page that looks like this. They need to click Get Started again to start filling out forms and completing their tasks.
This is what it looks like when they are filling out forms:
Should any errors occur, such as misspelled names or incorrect dates, you may resend the document so that they can fill it out again with the correct information.
If the user assigned to onboarding tasks was disabled, ownership of the task will automatically reassign to other assigned owners or to the Super Admin if no other assigned users exist. If the task is in progress, it will be restarted.
On the Onboarding setup, Workstream automatically informs employers via email and SMS when new hires complete their onboarding processes.
Want to talk to our Support team? Look for the Intercom icon at the bottom right part of your dashboard and click on New conversation, or send an email to email@example.com.