Employee onboarding process: workflows, checklists & digital signatures

Every organization has a set of tasks that employees must complete when they join. These tasks vary from organization to organization according to their needs and processes.

You can define these tasks under Onboarding and assign them to the respective employees. The onboarding process can differ for different employees in the organization; you can define all possible onboarding tasks and then assign the onboarding checklist to specific employees from the available list.

To understand how onboarding is defined, follow the steps below:

• You can define onboarding using two methods: Onboarding Workflows and Checklist

Onboarding workflows

• Configure advanced onboarding at Control Panel → Employees → Onboarding → Onboarding workflows → +Configure workflow.
• In the new window that opens, create or update the onboarding and save it. The onboarding you create appears in a table.
• Add all the advanced onboarding steps along with the to-do tasks, and then click the Save button.
• Once the onboarding has been configured, you can trigger the onboarding for the employees.

Onboarding workflows for digital signatures (if procured)

Use this when you need to share documents such as NDAs with newly joined employees so that they don’t disclose confidential company information. For demo purposes, we have embedded this as part of the onboarding workflow for a new joiner.

• Go to Control Panel → Employees → Onboarding.
• Click Workflow (at the top right) and then click +Create Workflow (at the top right).
• Click +Add new Step and select the Document Signer section (in the left panel of the screen).
• Scroll down and choose the document (NDA for employee) and the document category NDA.
• Scroll down and click Save.

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Trigger onboarding

You can trigger onboarding for employees in two ways:

• Trigger onboarding while enrolling employees
• Trigger onboarding after enrolling employees in the system

Trigger onboarding while enrolling employees

• Go to Control Panel → Employees → View/add → click the “Add” button, add the employee, enable the “Trigger Onboarding” option and click the Update button.
• The employee receives the onboarding details along with their login credentials.

Trigger onboarding after enrolling employees in the system

• Go to Control Panel → Employees → Onboarding.
• Click “Trigger Onboarding Workflow”. In the pop-up window that appears, apply filters as required.
• The list of employees matching the filters appears. Select the employees and click the “Trigger” button.
• Onboarding is triggered for the selected employees.

To track the status of submitted onboarding, go to Control Panel → Employees → Onboarding and click the employee’s name to view the details of their onboarding process.