Optimize your onboarding procedures: new hire, change of contract, return from long-term absence, etc.

Before getting started

The onboarding process is key to ensuring that your new employees are integrated smoothly. It is an opportunity to coordinate the various tasks to be completed internally and also reassure the new employee about the upcoming integration process.

Core HR's onboarding module has been designed to make this procedure as smooth and effective as possible. An onboarding procedure is broken down into three main elements:

• A welcome email sent to the future employee;
• A form allowing you to collect the employee's personal information (included in the welcome email);
• And a list of tasks to be completed internally.

In this help sheet, you'll find a few examples and tips for setting up your onboarding procedures, if they aren't yet defined or if you're looking for new practices.

You'll also find that this module lets you manage other situations as well as the arrival of a new employee, such as changes of contract or returns from long-term leave requiring particular follow-up or monitoring.

The arrival of a new employee

The welcome email and its form

A new hire entails several legal obligations, which require you to retrieve personal information about the employee. The form (link attached in the welcome email) will help you get this information.

Within the form, the most frequently required data items are the following:

For the pre-employment declaration (DPAE):

• Title (Mr., Ms., etc.)
• Last name and first name (to be checked by the employee)
• Birth name
• Date of birth
• Place of birth
• Social security number
• If the employee is from abroad, you'll also need to collect their work permit/visa.

To pay their salary and, if applicable, reimburse their expense reports:

• Name of their bank
• Their BIC
• Their IBAN
• A scan of their bank account information

In addition to these elements, you can also ask the future employee to pre-fill their HR file with the information that you want to collect more generically, such as:

• A photo to customize their Lucca profile
• An emergency contact
• Their address
• Transport receipts for transport expense coverage
• Scanned images of their ID
• Their marital status
• Number of children
• ...

All of the data found in the HR file can be incorporated into your forms.

Plus, the customization of the welcome email will let you share information and documents allowing them to prepare for their arrival:

• Introductory reading material regarding their role, the company, etc.;
• Documents to be filled out and/or signed;
• Internal rules;
• Links to external resources;
• ...

Task lists

A new arrival also requires the involvement of many employees and departments: the manager, team members, a mentor, the general services, IT, and HR departments, etc. These various actors will have both the role of guaranteeing that all legal obligations are respected and that the employee is integrated as seamlessly as possible.

For this, you can create tasks dedicated to legal obligations:

These legal tasks may be supplemented by operational tasks in order to prepare for the employee's arrival on-site.

You can also add tasks to ensure the smooth integration of the employee into their team and within the company:

*In the task settings, you have the option of selecting a specific employee who will be the default owner of this task for each onboarding procedure. Alternatively, you can indicate that the employee assigned to the task will be defined when the procedure is launched.

Change of contract

The hiring of an employee on a permanent contract following an internship or fixed-term contract involves some specific legal procedures. 

Thanks to the onboarding module, you can create a list dedicated to changing from an internship to a permanent contract, for example:

For these tasks, we recommend adding dates relative to the onboarding launch date, so that their reference dates aren't those from the first contract.

As for the welcome email, you can fully customize it to inform the employee of what this change of contract entails (entitlement to the company's health insurance, life insurance, access to the Social and Economic Committee, etc.), while the form will help you make sure that the information in the HR file is up to date.

Return of an employee following a long-term absence

The special cases of long-term absences, like parental leave, sabbatical leave, or long-term sick leave, also entail legal obligations that you can track using specific lists of tasks:

In this case, the welcome email will allow you to welcome back the employee, while the form will make sure that the information in the HR file is still up to date following this long-term absence.