Using intelliHR's new Onboarding Feature will ensure you collect the right personal information from new starters prior to them being able to access the rest of your platform. To take advantage of our new Onboarding Feature, you will first need to configure and enable an Onboarding Form Template. Click here to learn how.
If you'd like to learn more, visit our on demand training library - intelliHR New Feature Training: Onboarding.
This article covers:
- Sending Onboarding Form Templates
- Pre-Start Onboarding Access
- How can I tell if someone has completed their Onboarding Form Template?
Sending Onboarding Form Templates
1. Navigate to the People tab and select 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.
Pre-Start Onboarding Access
intelliHR’s new onboarding process allows employees to provide their personal data before their start date without the need for full platform access. To ensure a seamless experience, a one time password process is now available to provide them with simple, secure access. Follow the below steps to set up Pre-Start Onboarding Access.
1. When creating the new starter's User Account, select User Account Activation Date >> Custom Date
2. In the Custom Date field, enter the date you would like the new starter's regular access to be provisioned. This is usually their start date.
3. Select Send Welcome Email and your preferred Password Method. This will send the Welcome Email to the new starter and allow them to set a password and access the platform from your "Platform Access (enabled) date".
4. On the onboarding step, select "Issue an onboarding session" >> Yes and select the Onboarding Form Template you would like the new user to complete.
5. The new starters will receive the User Welcome Pre-Start Email to their primary email inbox immediately so they can start completing their onboarding steps.
6. When the new starter selects Start Onboarding, they will be taken to the pre-start onboarding login and will need to enter their email address attached to their intelliHR profile.
7. The new starter will receive a 6 digit code to their email inbox that they must enter on the login page. This code will be valid for 5 minutes. They can request a new code by resubmitting their email address on the Verify Email screen.
8. The new starter will then proceed with their onboarding process.
Note: Login codes will not be visible in the Email Log. You will be able to see that the email has been sent but the contents of the email will not be visible.
How can I tell if someone has completed their Onboarding Form Template?
To understand if an individual has completed their Onboarding Form Template, navigate to their profile and select the Onboarding tab.
From here, you will see the Status of the Onboarding Session:
- Issued: An onboarding template has been issued to the new starter and is in progress.
- Complete: The new starter has completed their onboarding and has provided their Job Requirements.
To understand if a group has completed their onboarding session, navigate to People >> Onboarding Form Templates. Once there, click on the Usage Count Number for the relevant Onboarding Form Template.
This will show you an overview page of Pending and Completed Onboarding Form Templates.
You can also navigate to the new starter's User Account tab in their profile and select View More to determine if a new starter has logged into intelliHR and which Onboarding Form Template was issued to them.