Onboarding new hires

🔒Requirements:

• The employee profile should be in draft status.
• The employee must not be an existing member of the account with the same email (if you are testing with your details, make sure you use a different email).
• If the onboarding workflow used to onboard an employee includes a “Sign a document” task, all signers (apart from the employee) included in the document template should have an active (published) employee profile in order to be able to sign documents.

Locate the onboard action

The onboarding process can be started only by HR Admins in two ways:

1. From the employee profile

1. Click the Actions menu.
2. Select Onboard from the available actions.

2. From the onboarding dashboard

1. Navigate to the Employees page and then click the Onboarding tab.
2. Under the Pending tab, you will see all draft employees pending to be onboarded.
3. Click Onboard next to the employee you need to start onboarding.

💡Use the dashboard to track the progress, edit, or stop onboarding for your employees.

👉 Click here to view the full employee onboarding experience. During the onboarding process, employees are not required to log in.

Start onboarding

Once you click the Onboard action, you will be able to set up your onboarding settings as follows:

1. By default, when a draft employee is created, they will be assigned the default employee template. Before starting onboarding, you can edit the profile template and choose another one if needed. 
2. Select the onboarding workflow you would like to use for this candidate. Onboarding workflows available for selection will be those that match the employee’s assigned department or are available to employees of any department. 
3. Select when the onboarding should be initiated - immediately or on a custom date.
4. Select whether to automatically publish the profile and invite the member on their start date. It is advised to keep these settings enabled to avoid having to handle these tasks manually.
   
   Note: Both actions of publishing and inviting the employee will occur at midnight on their start date. This allows you to onboard the employee on their first day if necessary.
5. Click Start onboarding, and the employee will be moved to Scheduled onboarding status.

FAQs

Will I receive a notification when a new hire finishes their onboarding?

Yes, when an employee completes the onboarding process, all HR Admins and their line manager will be notified that the onboarding is complete via an Inbox notification, an email, and a Slack and push notification (if they are eligible to and have these options active in their notification preferences page).

Can new hires complete their onboarding tasks after their start date? 

New employees will have access to the onboarding portal even after their start date. However, their profile must not be published in order for them to complete any onboarding tasks after their start date.

Once an employee profile has been published, all tasks will be turned off except for viewing signed documents.

What will happen if I publish an employee profile while an onboarding is in progress?

When attempting to manually publish an employee profile while onboarding is in progress, a warning message will appear informing you to re-assign any pending e-signature documents to the employee once they become a member of Workable. The warning will also list the incomplete documents that require re-assignment.