intelliHR allows you to automate all stages of the Employee Life Cycle. This article provides a step-by-step guide on how to onboard a new employee on your intelliHR platform.
This article covers:
To Create a New Person, Job and User Account
1. If you are a System Administrator or user with View Onboarding permissions, navigate to People >> Onboarding >> Create Person
Otherwise, simply navigate People >> Onboarding - Set up a new employee
2. Enter the employee's personal details. To create a person, at minimum, you will need to enter a Last Name and a unique email address, all other fields can be added later by you or the employee if required.
3. You will need to Create a User Account on this page by selecting the checkbox 'Create a User Account'. This is ticked on by default.
4. Enter a unique Username for your new starter.
5. Choose if you would like to Enable or Disable the User Account. If you choose to Disable the User Account, the new starter will NOT be able to proceed through the Onboarding Process.
6. Select the Access Type you would like to provision:
- Choose a "User account activation date"
- Immediately - The new starter will have regular access to the platform immediately.
- Custom Date - The new starter will only be able to complete their Onboarding Form and any job requirements you have added to their profile. They will be blocked from regular access until the date you select in the field "Custom Activation Date" after which their assigned permission group will take effect and they will have regular access to the platform.
Click here to learn more about Pre-Start Onboarding Access
7. Select Send Welcome Email and a Password Method.
- If you have selected a "Custom Activation Date" and "User Sets Password by Email";
- "User Welcome Pre-Start Email Body" email template will be issued to the new starter immediately. This access will only allow them to complete their Onboarding Form.
- Then on their “Custom Activation Date” the "User Welcome Password Set Email Body" email template that allows them to set a password and access the platform as normal will be issued.
- If you have selected "Immediate User Account Activation Date" and "User Sets Password by Email"
- "User Welcome Password Set Email Body" email template will be sent immediately. The new starter will be prompted to complete their Onboarding Form and then will be able to access the platform as normal.
- If you have selected a "Custom Activation Date" and either "Manually Set Password" or "No Password";
- "User Welcome Pre-Start Email Body" email template will be issued to the new starter immediately. This access will only allow them to complete their Onboarding Form.
- Then on their “Custom Activation Date” the "User Welcome Body" email template that allows them to access the platform as normal will be issued. You will need to communicate to them what password to use or SSO instructions.
- Click here to learn more about Email Templates.
- Alternatively, you can leave "Send Welcome Email" unchecked and manually send this email from their User Account page at a later date.
8. Assign the required Permission Group(s). To learn more about Permissions, refer to Managing Permissions.
9. From here you can continue to Create Job or this can be completed later if required. When creating a job, enter all required details for the job, position, reporting lines, position arrangements, recruitment and remuneration.
10. After creating a job this will trigger a set of job actions which gives you the option to add any Job Requirements necessary for the new role and apply an Onboarding Workflow with all forms that need to be sent to your new starter or to others about your new starter.
Note: If you have assigned Job Requirements, the new starter will need to provide them immediately after completing their Onboarding Form. If their platform access (enabled) date has not yet passed and their company start date has not yet passed, they will not be able to skip this step. If either of these dates has passed, they will be able to skip the Job Requirements step and continue into the platform. They will be able to provide their Job Requirements at a later date from their dashboard or profile in intelliHR.
11. If you would like to issue an onboarding template, select Yes under "Issue an onboarding session" and the appropriate Onboarding template from the drop down. If you would prefer to skip this step, select "Decide later". You can then issue the onboarding template from the new starter's Onboarding tab on their intelliHR profile. Click Submit.
Are there any other ways to start onboarding?
You can also quickly begin the onboarding process by Creating a Person quickly via the "Quick Create Menu" (the plus icon at the top right-hand of the screen).