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In this video, we will discuss the onboarding workflow and how you can configure it in the system.
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To configure the onboarding workflow, navigate to the Control Panel, then go to Employee and select Onboarding.
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Onboarding is the process that employees go through when they join the organization.
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During onboarding, employees are required to provide certain information and acknowledge company policies.
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All these activities are managed through the onboarding workflow.
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You can configure the onboarding workflow from the Control Panel under Employee and Onboarding.
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On the onboarding page, you will see the option to create a workflow if no workflow exists.
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If workflows already exist, you can click on the Workflows option to view them.
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To create a new onboarding workflow, click on the Create Workflow option.
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Enter the title of the onboarding workflow.
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You can configure the workflow based on department, designation, location, or entity.
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If the workflow is applicable to all departments and designations, you can select All.
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If the workflow differs by department, you can select specific departments accordingly.
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Next, you need to define a buddy for the onboarding process.
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The buddy helps the employee in case they face any issues during onboarding.
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You can assign the buddy based on role, such as Manager, Manager’s Manager, or HOD.
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The buddy is assigned automatically based on the employee’s reporting structure.
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Alternatively, you can assign a specific employee as the buddy.
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After entering all the required details, click on Save to create the onboarding workflow.
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This completes the first step of configuring the onboarding workflow.
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Next, you can start configuring the onboarding workflow steps.
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The first section is the Introduction section.
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Here, you can add a welcome message for the employee.
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You can include text, images, or videos as part of the onboarding introduction.
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An editor is available to customize the content as per your requirement.
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The next step is Employee Information.
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This step is used to collect basic employee information.
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You can select the section as Personal Details.
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You can rename the step and define the duration for completion.
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You can specify whether the step should be completed in a specific number of days.
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You can add a description for the step if required.
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You can choose whether the step is Independent or Sequential.
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If the step is Independent, the employee can move to the next step without completing it.
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If the step is Sequential, the employee must complete it before moving to the next step.
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You can define who will fill this step, such as Employee, Admin, Manager, or HOD.
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After configuring these settings, scroll down to select the personal details to be collected.
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Select the required fields based on your onboarding requirements.
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Once the step is configured, you can add a new step by clicking on Add New Step.
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A new step will be created for the onboarding workflow.
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You can name the step, for example, Employee Documents or ID Proof Documents.
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Define the duration, description, and whether the step is Independent or Sequential.
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Select the section as Documents.
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Choose the document categories that the employee is required to upload.
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These document categories are created earlier under Employee Settings.
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You can enable the Not Applicable option for documents that may not apply to certain employees.
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This option allows employees to mark documents as not applicable when required.
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You can create multiple onboarding steps based on your requirements.
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For example, you can create a separate step for bank details.
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You can also create steps for education details or family and emergency information.
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To collect feedback, you can create a step with the Survey section.
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All surveys created in the system will be available for selection here.
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You can choose the required survey for the onboarding workflow.
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For policy acknowledgment, select the Policy Acknowledgment section.
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Choose the policies that employees need to acknowledge.
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You can also add a step for Custom Forms.
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Select the forms that employees need to complete during onboarding.
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Another option available is Document Template.
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Document templates are generated based on information filled by the employee.
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You can select the document template and the category where it will be saved.
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You can also choose whether the generated document should be published.
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Published documents will be visible in the employee profile.
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You can also add tasks using the To-Do section.
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If certain stakeholders need to view uploaded documents, select the View Document section.
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You can define which documents should be visible to admins or other roles.
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Visibility can be configured separately for each onboarding step.
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This allows stakeholders to view documents uploaded by the employee.
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In this way, you can configure all onboarding steps as required.
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Once configured, you can preview the onboarding workflow.
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Click on the Preview option available on the page.
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In the preview, you can see the welcome message and buddy details.
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You can view the onboarding workflow exactly as the employee will see it.
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You can also review which details need to be filled and which documents need to be uploaded.
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This completes the onboarding workflow configuration in the system.