The onboarding process is one of the most critical functions of Human Resources. It ensures that new employees experience a smooth and structured transition into the organization—covering everything from documentation and system setup to training and role familiarization. A well-defined onboarding workflow helps organizations reduce manual coordination, ensure compliance, and enhance employee engagement right from day one.
In HRStop, the Onboarding Workflow allows organizations to design and automate a step-by-step induction process that begins as soon as a candidate’s joining is confirmed. This article will walk you through how to create, configure, and manage an onboarding workflow in HRStop—along with key components, system behavior, and best practices.
Who Can Configure or Trigger an Onboarding Workflow?
The following roles have access to create or manage onboarding workflows:
- Super Admin
- Admin
-
Any user with Workflow Settings or Control Panel access under:
Control Panel → Employees → Onboarding Requests
When Is the Workflow Used?
The onboarding workflow is typically triggered in the following scenarios:
- New Hire Joining
- Internal Transfers
- Rehires
- Contract Renewals (for project-based employees)
Key Components of an Onboarding Workflow
Each onboarding workflow is composed of defined steps, responsible roles, and timelines. Common components include:
- Task Types: Documentation, Training, ID Creation, Access Setup
- Responsible Roles: HR, IT, Admin, Manager, Finance
- Due Dates: Task-level deadlines
- Mandatory vs. Optional Tasks
- Status Tracking: Not Started, In Progress, Completed
Step-by-Step: How to Create an Onboarding Workflow
Step 1: Identify Workflow Stages
Before configuring the workflow, plan the employee onboarding journey. Typical stages include:
- Pre-boarding Communication (Offer Letter, Joining Confirmation)
- Document Collection & Verification
- Employee ID & Email Setup
- IT Asset Allocation
- Orientation & Induction
- Manager Introduction & Team Setup
- Payroll & System Access Setup
- Training and Evaluation (if applicable)
Step 2: Configure the Workflow in HRStop
- Go to: Control Panel → Settings → Workflow / Onboarding Workflow
- Click Create New Workflow or edit an existing one.
Fill in Workflow Configuration Details:
- Workflow Name: e.g., “Standard Onboarding Workflow”
- Trigger Type: Manual
- Applies To: All Employees / Specific Departments / Joining Types
- Add Steps: Define tasks assigned to users or roles
Step 3: Add Workflow Steps
For each task in the workflow, define:
| Field | Description |
|---|---|
| Step Name | e.g., “Document Verification” |
| Assigned To | Role or Specific User |
| Deadline | e.g., Within 2 days of joining |
| Description | Instructions for the responsible person |
| Checklist | Optional task checklist |
| Priority | Low / Medium / High |
| Completion Type | Manual or Auto |
| Visibility | Visible to Employee / Manager / HR only |
Example Workflow
| Step Name | Assigned To | Due In | Notes |
|---|---|---|---|
| Welcome Email | HR | On Joining | Send welcome message & joining details |
| Document Verification | HR | 2 days | Collect & verify employee documents |
| IT Access Setup | IT Admin | 1 day | Create system login credentials |
| ID Card & Assets Allocation | Admin | 1 day | Issue employee ID & laptop |
| Payroll Registration | Finance | 2 days | Add employee to payroll system |
| Induction & Training | HR | 5 days | Conduct introduction & training sessions |
| Manager Introduction | Reporting Manager | 1 day | Introduce new hire to team & projects |
Step 4: Save and Activate the Workflow
After all steps are added, click Save and Activate the workflow.
You can run a test workflow for a dummy employee to verify configurations before live use.
How to Trigger the Onboarding Workflow
Once a new employee record has been created or a joining is confirmed:
- Go to Control Panel → Employees → Onboarding Requests
- Locate the employee record
- Click the ⚙️ workflow icon under the Action column
- The onboarding process will begin, and all assigned stakeholders will receive their respective tasks
Monitoring Progress
HRStop provides a clear visual tracker for each onboarding task. Admins can monitor:
- Task Status (Not Started / In Progress / Completed)
- Delays (Overdue Alerts)
- Comments & Attachments
- Accountability by Assigned Role
Notifications & Reminders
Automated notifications can be configured to ensure timely completion of tasks. Notifications are triggered when:
- A new onboarding task is assigned
- A task is overdue
- A task is completed
- The onboarding workflow is fully completed