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:
Task name | Owner | Due date |
Retrieve the signed contract | The onboarding initiator | 30 days after launching onboarding |
Register the employee in the official employee register |
The onboarding initiator | 30 days after launching onboarding |
For employees from abroad: check the work permit/visa |
The onboarding initiator | 30 days before the start of the contract |
Submit the pre-employment declaration |
The onboarding initiator | 8 days before the start of the contract |
Retrieve the documents for health insurance and life insurance |
The onboarding initiator | The start day of the contract |
Arrange the medical check-up |
The onboarding initiator |
15 days after the start of the contract |
These legal tasks may be supplemented by operational tasks in order to prepare for the employee's arrival on-site.
Task name | Owner | Due date |
Prepare an office | General services manager* | 15 days before the start of the contract |
Prepare a computer | IT manager* | 15 days before the start of the contract |
Add permissions and profiles for the user in the Lucca solutions | HR manager* | 7 days before the start of the contract |
Create access to internal tools (email, Slack, Zendesk, intranet, etc.) | IT manager* | 7 days before the start of the contract |
Provide an access badge | General services manager* | The start day of the contract |
You can also add tasks to ensure the smooth integration of the employee into their team and within the company:
Task name | Owner | Due date |
Let the team know | Manager | The day of the launch of the onboarding |
Appoint a mentor | Manager | 15 days before the start of the contract |
Send the list of recommended reading before arrival | Manager | 15 days before the start of the contract |
Present the training program | Manager | The start day of the contract |
Organize a welcome lunch | Manager | The start day of the contract |
Organize a tour of the premises | HR manager* | The start day of the contract |
First day review | Manager | The start day of the contract |
One-week review | Manager |
7 days after the start of the contract |
One-month review | Manager | 30 days after the start of the contract |
Conduct a trial period review with the HR department | Manager | 90 days after the start of the contract |
*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:
Task name | Owner | Due date |
Send the new contract | The onboarding initiator | The day of the launch of the onboarding |
Share the documents for health insurance and life insurance | The onboarding initiator | The day of the launch of the onboarding |
Sign and return the new contract | Employee* | 2 days after launching onboarding |
Sign and return the documents for health insurance and life insurance | Employee* | 2 days after launching onboarding |
Retrieve the signed contract | HR manager* | 5 days after launching onboarding |
Submit the pre-employment declaration | HR manager* | 5 days after launching onboarding |
Update the staff register | HR manager* | 5 days after launching onboarding |
Pay social security contributions | HR manager* | 5 days after launching onboarding |
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:
Task name | Owner | Due date |
In the event of long-term sick leave: Schedule the return-to-work medical check-up | The onboarding initiator | The day of the launch of the onboarding |
Schedule a professional review upon the employee's return | HR manager | The day of the launch of the onboarding |
Schedule a one-month follow-up review | HR manager | The day of the launch of the onboarding |
Schedule a review of training and refresher courses required | Manager | 15 days after launching onboarding |
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.