To check and approve onboarding employees, start by going to the Management menu > Employee Change Approvals.
Note: Alerts can be set up to notify you when there are employees needing approval.
Once there, confirm your filters. To see all employees currently in the onboarding process, use the filter for All Active Onboarding. You can also filter for particular stages in the onboarding process. If you make any changes to your filters, click the Search button to refresh the list.
The onboarding statuses are as follows:
- Draft - Initial onboarding email has been sent to employee, but nothing has been returned yet
- For Checking - The employee has filled out their initial details and an administrator or manager now needs to check over the information
- For Signing - The initial details have been approved and the documents have been sent to the employee for review and signing
- For Approval - The signed documents have been returned by the employee and an administrator or manager must now approve that the process is completed to set up the employee record
- Approved - All employees who have been approved through onboarding
- Deactivated - Employees whose onboarding process was withdrawn
- Expired - Employees who did not complete the onboarding tasks before the expiration date specified in their email (these can be reactivated if needed)
For Checking
When an employee is in the For Checking status, a manager or administrator will need to confirm the details that have been submitted and add more details before moving to the next stage. Expand the employee in the For Checking status.
Review the pending values on the right. If anything is incorrect, you have the option of either:
- Fixing it yourself before approving (if the issue is simple mistaken capitalisation or formatting)
- Using the speech bubble icon next to the field to send a message back to the employee to fix something (if it's information you don't know, such as the birth year is obviously incorrect)
As you scroll down, you will need to fill in any required fields that were not done when generating the onboarding code initially. This could include Employment Type, Access Level, Clock-In Setting, Pay Company, Department, Role, Award Profile, and Pay Rate.
You can also review the documents that the employee has submitted by clicking the View button next to each.
If there are any issues with the document (e.g. a blurry photo), you can again use the speech bubble icon to provide a comment to the employee asking them to submit again.
There is also an option to confirm the employee's Tax ID number, by clicking the Validate button next to this field.
Select between TFN and NZIRD and then validate.
A similar check can be done for Visa information at an additional cost. Click the Check Visa button below the Visa Details and agree to the additional cost.
If you have made any comments that the employee will need to action, click the Request update button at the bottom of the form. The employee will go back to the Draft status and will be notified that changes are needed. When they've submitted the changes, the employee will return to the For Checking status and you can go through the above process again.
If no corrections are needed, you can instead click For Signing to move the process to the next stage.
For Approval
Once again, expand the employee. This time, you will not be able to make updates to specific fields, but can instead view the Generated Documents with the employee's signature. If everything looks okay, click Approve. This creates the employee record in Employee Management and allows the employee to log into the mobile app.
