Before getting started
If you need to adapt the Onboarding procedure to each new employee profile joining your company, you've come to the right place!
By setting up multiple welcome email templates and forms, and by creating different lists of tasks in the module, you can select the configuration that is best suited to welcoming your new employee.
We'll guide you through how the module works below.
If you would like to see examples or tips, check out our support sheets: Optimize your onboarding procedures: new hires, change of contract, return from long-term absence, etc.
Setting up and customizing your templates
In the navigation menu that you can access by clicking on the Employees button in the banner, you'll find two interfaces:
A settings interface
Employees > Settings > Onboarding
The settings interface is split into three parts:
Welcome emails
The welcome email is the email sent to the future employee's personal email address when onboarding is launched. This email contains the link to the HR and administrative data form that will help you to prepare for their arrival. You can create as many email templates as you like, and you can define a default template that will be pre-selected when onboarding is launched.
Forms
As with the welcome email, you can create multiple data forms to adapt the information to be collected according to the employee's profile.
List of tasks
When you launch an onboarding procedure, you need to select one or more lists of tasks that will need to be completed in order to prepare for the employee's arrival. You first need to create tasks before adding them to the various lists.
A task can be associated with multiple lists.
An interface for managing the launch of an onboarding procedure.
Employees > Onboarding
This interface lets you launch and track each of the processes initiated with your future employees.
The procedures are split into multiple categories:
- To be started: corresponds to future employees or recent arrivals for whom no procedures have been launched yet.
- In progress: corresponds to all onboarding procedures in progress, for which the form and/or all tasks haven't been completed.
- To be closed: the form and all tasks have been completed. All that's left for you to do is make sure that the employee has been correctly integrated and then close their onboarding to archive it.
- Archived: this category lets you pull up the history of all onboarding procedures.
Useful features
Procedure history: At all times, you have visibility over all of the procedures that have been closed, stopped, or canceled (deliberately not launched).
Relaunch an onboarding procedure: There are multiple situations which may require you to relaunch an onboarding procedure for an employee: in the event of a return to the company, change of establishment, or if you've accidentally stopped a procedure in progress, for example.
You just need to type their name into the search bar and click on "Start a new onboarding procedure".
Add attachments to welcome emails: You can attach documents to welcome emails (documents to read, to complete, etc.).
Task owner based on data from the HR file: You can select a customized data item from the HR file as task owner (IT manager, sponsor, etc.). The option is available if there is at least one user-type customized data item in your HR file.
New tags available: You can further customize welcome emails and tasks by using the new tags (department, job title, manager, etc.).
General information available: General information on the employee is available next to their name.