HRSimplified offers a streamlined onboarding process to ensure new employees have everything they need to start their roles successfully. Onboarding includes predefined tasks that can be customized and assigned to relevant team members, as well as a review and approval process to finalize new employee setups.
Initiating Employee Onboarding #
Employee onboarding can be initiated in two ways:
- Through Recruitment:
- When a candidate accepts their offer letter within the Recruitment Module, the HR Executive or Recruitment Manager can select Create Employee under Recruitment > Offers.
- This option initiates the onboarding workflow, allowing you to set up tasks that will be completed before the employee officially joins the organization.
- Manually Through HR Administration:
- Navigate to HR Administration > All Employees and click Create Employee Onboarding.
- This method is suitable for employees added directly to the system without going through recruitment.
Once onboarding is initiated, you will be able to set up tasks for the employee’s onboarding process in one go.
Setting Up Onboarding Tasks #
Tasks are essential steps in the onboarding process, such as setting up equipment, creating accounts, or scheduling orientation sessions. Note that tasks need to be added during the initial setup, as they cannot be modified or added afterward.
- Access the Onboarding Tasks Section:
- During onboarding setup, go to the Onboarding Tasks tab to add tasks.
- Add Tasks:
- Click Add to define each task.
- For each task, provide the following:
- Type: Select the type, such as To Do or Asset.
- Task Description: Describe the task (e.g., “Set up email account” or “Assign laptop”).
- Assigned To: Choose the team member responsible for completing this task.
- Once all tasks are added, click Save to finalize the onboarding setup.
- Default Onboarding Tasks:
- To ensure consistency, default tasks can be predefined under Company Details > Employee Onboarding > Default Onboarding Tasks. These tasks are automatically added to each new onboarding, making sure that essential tasks are never missed.
Approval Process for Onboarding #
After setting up onboarding tasks, the onboarding request goes through an approval process:
- Onboarding Approval Management:
- View and manage all pending onboarding requests under HR Administration > Workflows > Onboarding Employees. This screen allows HR to track the status of each onboarding request.
- The onboarding request needs to be approved to officially create the employee profile.
- Employee Completes Initial Setup:
- Once the onboarding is approved, the employee will receive an email with instructions to complete any additional details required for their profile.
Monitoring and Managing Onboarding Tasks #
After an employee is onboarded, HR and relevant team members can monitor the completion status of each assigned task:
- Onboarding Task Management Screen:
- Access the Onboarding Tasks under HR Planning > Onboarding > Onboarding Tasks. This screen shows all active onboarding tasks across employees, with options to view, edit, or mark tasks as completed.
- Dashboard Shortcut for Onboarding Tasks:
- Assigned onboarding tasks appear on each team member’s dashboard under Onboarding Tasks. This provides a quick shortcut to view and update tasks directly.
Employee Experience During Onboarding #
- Task Visibility:
- Once the onboarding tasks are assigned, each responsible team member can see the tasks assigned to them on their dashboard, with clear visibility of due dates and requirements.
- Task Status Updates:
- As each task is completed, the assigned team member can mark it as Completed. This status update is reflected in the central onboarding tasks management screen, making it easy for HR to track progress.
Quick Tips for Effective Onboarding #
- Set Up All Tasks During Initiation: Since onboarding tasks cannot be added or modified after setup, ensure all relevant tasks are included during the onboarding creation process.
- Use Default Tasks for Standardization: Default tasks help streamline the process and ensure consistency across all new employees.
- Monitor Task Completion via the Dashboard: The dashboard shortcut allows team members to quickly view and update onboarding tasks assigned to them.