If your business has the Employee Onboarding module, the process begins by generating an onboarding code for the new hire(s). Employees can be added individually, in bulk, or through API, depending on the number of new hires.
Submitting an employee through this process will send an email to the new hire with instructions on downloading the Humanforce Mobile App, and a unique six-digit code to enter once they have the app installed to kick off the process.
For Version 4.9 and Later
Go to the Management menu > Employee Onboarding.
Adding Employees
When the Employee Onboarding page loads, any employees who have been added through the API will be present in the grid, with a Source of API. You can add more employees either manually or through a CSV import.
To add an employee manually, use the empty row at the top and fill in the details such as First Name, Last Name, Start date, etc. All columns in the grid are required to onboard an employee, so this process needs to be done by someone with access to the relevant Locations and Departments, as well as Pay Rates. The Pay Rates access level permission can be found under Maintenance Screens > Employees Screen > See hourly rates (where permitted).
When you are finished entering the details, click on the check at the end of the row to save. If you don't have an available empty row, click the New row button in the top right. Employees added this way will have a Source of Manual.
If you have a lot of employees to onboard, you might prefer to upload a CSV file. You can first download the template using the Download button, and then once the spreadsheet is populated, you can Upload CSV. Employees added this way will have a Source of CSV.
Note: The CSV template actually contains more columns than the individual form, such
as Employment Type and Pay Company. By filling these out now, you can save time
having to enter this information later.
Onboarding
Once the employees have been added, tick the boxes for the employees to send onboarding codes to and click Next.
You can then choose to add custom instructions to the email that will be sent to the employee.
The document list on the left is predefined and allows you to choose which documents you need the employee to provide for identification. If you need something not in this list, use Other with the text field to specify what you need. You can enter multiple items into the Other field separated by a comma, if needed.
The list in the middle includes custom documents that you wish the employee to review and digitally sign as part of their onboarding. These would be set up ahead of time (refer to Creating RTF documents for onboarding (3 min. video) for more details on the set up).
Finally, the qualification section lists the qualifications your organisation has configured and allows you to collect evidence of these from your employees that will be added to the qualifications section on the employee record.
Once you have made your selections, click Start Onboarding to have the emails with onboarding codes go out to the employees.
For Versions before 4.9
Note: Versions before 4.9 do not include API capabilities.
Go to the Management menu > Generate Onboarding Code.
Individual
If you are generating the onboarding code for just one employee, you will want to fill out as much of the form as possible. At minimum, it is required to enter a first and last name, location, and email address. The Special Instructions is a free text box if there is any custom information you want to add to the onboarding email that is sent out.
The document list on the left is predefined and allows you to choose which documents you need the employee to provide. If you need something not in this list, use Other with the text field to specify what you need. You can enter multiple items into the Other field separated by a comma, if needed.
The document list on the right includes custom documents that you wish the employee to review and digitally sign as part of their onboarding. These would be set up ahead of time (refer to Creating RTF documents for onboarding (3 min. video) for more details on the set up), but you can click on the eye icon next to each document to preview before selecting.
Finally, the qualification section lists the qualifications your organisation has configured and allows you to collect evidence of these from your employees that will be added to the qualifications section on the employee record. Please note: this section is only available starting in version 4.8.30 of Humanforce.
Once the form has been filled out, click Submit to generate the email and code.
Bulk Upload
The Bulk Upload process contains the same options as the individual process, but allows you to save time by including multiple employees at once.
Start by clicking the Download blank template button to get a spreadsheet with the headers for the upload. As before, each employee will need first and last name, location, and email filled out, but try to fill out as much as possible in each row. The Instructions column is the only one that does not show on the Employee Profile, but is used for special instructions/messages in the welcome email that is sent out.
Note: The template actually contains more columns than the individual form, such
as Employment Type and Pay Company. By filling these out now, you can save time
having to enter this information later.
Once the file is saved and ready to go, click Upload file and locate where it was saved. Then select the documents you will request of and send to every employee in the spreadsheet.
The document list on the left is predefined and allows you to choose which documents you need the employee to provide. If you need something not in this list, use Other with the text field to specify what you need. You can enter multiple items into the Other field separated by a comma, if needed (i.e. "RSA, RSG").
The document list on the right includes custom documents that you wish the employee to review and digitally sign as part of their onboarding. These would be set up ahead of time (refer to Creating RTF documents for onboarding (3 min. video) for more details on the set up), but you can click on the eye icon next to each document to preview before selecting.
Finally, the qualification section lists the qualifications your organisation has configured and allows you to collect evidence of these from your employees that will be added to the qualifications section on the employee record. Please note: this section is only available starting in version 4.8.30 of Humanforce.
Once everything has been filled out, click Submit to generate the email and code.