Before getting started
The Core HR onboarding module ensures that new employees are smoothly integrated into your company. It consists of two sections: the form for collecting administrative informationand the integration task manager.
Form for collecting administrative information
Traditionally, between the signing of an employment contract with an employee and their arrival, the HR department exchanges emails with the future hire to collect their administrative information (bank account information, IBAN, address, etc.). Next, the HR department re-enters this information in the HR file.
The onboarding module lets you automate this step with the sending of an email to the employee containing an information request form:
Integration task manager
Welcoming a new employee requires the coordination of multiple parties involved, which entails logistics with precise timing. The onboarding module lets you define all of the tasks to be carried out to ensure employees are smoothly integrated.
Some tasks take place before the employee's arrival (pre-employment declaration, buying a computer, etc.) and others need to be carried out on the day of their arrival (tour of the premises, training, etc.). There are also tasks that may be assigned in the months following the arrival to ensure the integration process is successful (discovery report, 30-day review, etc.).
Each task is assigned to an owner and has a due date for completion. If the due date is exceeded, the owner is notified by email every day until the task is completed.
Activating onboarding
Setting up the onboarding procedure
Once onboarding has been launched, you need to customize your welcome procedure.
Selecting the email template
This template will be suggested when onboarding is launched for a new arrival. It can be customized again when onboarding is launched for each employee.
We recommend reassuring the future employee by describing the following in this email:
- Expected arrival time
- The workplace for the first day and means of access (digicode, etc.)
- The standard schedule for the first day
- The recommended dress code
Selecting the information to be collected
You can add all of the fields in your HR file into this form. If you need a data item that is not found in the HR file, you just need to create it via the administration of your HR file.
Customizing the form
The onboarding form is the first point of contact that the employee has with your information system, so it's a good idea for it to appear in your signature colors. A customization and preview block is provided for this purpose.
Defining the tasks
The onboarding module lets you define the task templates that will be suggested to you when employees arrive. Most of our clients have more than 40 of these task templates, ranging from purchasing equipment to defining the training program, including tasks such as creating the employee in the payroll software.
You have the option of managing pre-defined tasks by clicking on "Manage tasks". The description field lets you add details and links to help users complete the task.
Tips:
- If you have tasks that don't apply to all your employees, you can prefix the task template names with [MARKETING] or [TRAINEE] or [LYONSITE] as this will help you easily identify the relevant tasks for each BU or line of work. You can then delete tasks that don't concern them when launching onboarding.
- Add a task called "Ask the employee how their onboarding could be improved 30 days after their arrival" and assign it to yourself. This will allow you to adapt the task templates and create a continuous improvement cycle for your new employee integration process.
Launching onboarding
Creating a user
Use the directory to add an employee.
The employee's personal email address is used to send the link to the form. The onboarding module will then suggest that you contact the future employee:
Customizing the list of tasks
You can edit the tasks at this point to adapt them to the employee requiring onboarding.
Notifications are sent when tasks are created, andif the due date is exceeded, an overdue notification is sent every morning.
Task owners have a link that lets them validate the task via the notification email and access the list of their tasks via the home page.
Tracking onboarding procedures in progress
The onboarding module lets you track all of the employees requiring onboarding. You can check their form, track late tasks, and close the onboarding procedure when all of the tasks have been completed.
Home
Future hires will appear on the home page two weeks before their arrival date:
You can hide them by removing this permission: