Onboarding Product Overview

The onboarding product is a suite of tools designed to facilitate getting a new employee hired and completing the applicable new hire paperwork. It can also be used for ongoing tasks that HR would need an employee to acknowledge.  

 

Onboarding Tasks by Groups

Onboarding tasks are divided into 4 groupings, and each grouping is pre-loaded with basic defaults.  Each task has default requirements set and standard language added, which enables an out-of-the box solution with little to no configuration.  Optional configuration is supported, allowing you to add/change the standard text or required action.  New tasks can also be created and added to the existing groupings.  Here's a list of the pre-built tasks and the requirements that are defaulted.       

Getting Started

  • Welcome
  • Electronic Signature and Consent - (Requires Employee to electronically sign)
  • Address
  • Form I-9, Employment Eligibility Verification - (Requires HR's acknowledgment)
  • Form W-4, Employee's Withholding
  • State Withholding Form
  • Emergency Contacts
  • Self Identification (EEOC)

Orientation

  • CEO Message
  • Confidentiality Agreement
  • Exchange Notice

Company Policies and Procedures

  • Company Handbook (Requires user to upload a document)

Safety and Training

  • OSHA Rights

 

Activating Onboarding Tasks

Activating an onboarding task is a breeze!  Simply select the Tasks tab, which takes you to a dashboard.  In the center of the page, you will see a link to Activate next to each onboarding task group.  Select activate and you will be directed to a page with the pre-built tasks listed.  Turn each task on that you would like to activate and select either 'Activate' or 'Activate and Customize'.  Once the tasks are activated, you can either customize the rules, default text, or add new tasks into the grouping.

 

Adding New Tasks

The first step in creating a new task is determining if  it should fall within one of the existing 4 groupings (Getting Started, Orientation, Company Policies & Procedures, or Safety & Training) or if it should go somewhere else.  When adding to one of the 4 standard groups, select the grouping, and in the blue header bar labeled tasks there will be a link to "Add new".  Note:  If grouping is not active, this option will not appear. 

 

Customizing Task Options

Task:  Name displayed for the employee on the list of tasks

Description:  This section  will be displayed on the task form.  If blank, nothing will appear. 

Applies To:  Use the rules to identify who gets assigned a task.   Manual assign means that an employee will not automatically be assigned the task.  This is used for items that are discretionary and an administrator would choose when to assign it manually.

Requirements:  Select any combination of the below requirements, or none. 

  • Requires Employee's acknowledgement - Check box that displays after the employee completes the required action
  • Requires Employee to upload a document - Gives the employee the upload tool to add their own files 
  • Requires Employee to electronically sign - Gives the Sign Button where employee signature and date stamp are saved when employee selects sign
  • Requires HR's acknowledgment - Items are pended until HR reviews and acknowledges. 

What Should the Employee Do:

  • Review a document that I will upload:  Select this if you have a document that you can upload for employee to see.   When selected, add a Title, which is the name that will display in the link that employee clicks to see the document.  Then use the 'click to add a file' button and browse to add your file.
  • Review a web page:  Select this to direct the employee to a new web page, opening in a new tab for the employee.
  • Watch a video:  Select this to insert the web page for a video, and insert the URL of the video.  If the video is You Tube or Vimeo, the employee will see the video embedded on the page.  Anything else, will direct the employee to a new tab for the inserted URL. 
  • Review custom text that I will insert below:  Select this if you have a message you want the employee to read.  A text box will display for a custom message to be inserted. 
  • Employee will upload a file: Select this if the employee will be required to upload a document.  Make sure to include information in the description of the task to provide instructions for the employee.

 

Getting Started Tasks - How are these different from other tasks?

The getting started tasks are unique in that an employee with a getting started task must step through all of these items before they are given access to the full site, such as enrollment and other features.  These were designed to give an opportunity to assign the highest priority items to the captive employee, to ensure the most success for getting items completed.  There are a few exceptions to this rule.  We believe that you do not want to keep an employee from continuing through the onboarding process if they need to gather some additional information.  Therefore, the following tasks have limited requirements:

  • W-4 and state withholding- only the filing status is required to move past this task.  Some employees may need to consult with an additional source to determine the number of exemptions, $ amount withheld, or exempt status

 

Pre-Configured Tasks

  • Form I-9, Employment Eligibility Verification: The pre-configured I-9 task is designed to allow employers to capture and report on the information required on the Form I-9.  During the employee completed portion of the task, the employee completes the required information included in Section 1 - Employee Information and Attestation of the I-9 form.  Also captured in this task are the names of the forms of documentation that the employee intends to submit to HR for review.  Once the employee has completed the required fields this task will then pend for HR Review.  
    • The HR approval process for this task has been designed specifically for the I-9 process.  HR will review the employee completed information and have the option to "Reassign" to the employee if they have reason to believe the information provided by the employee is not accurate.  Otherwise, the HR user will complete the fields required in Section 2 - Employer or Authorized Representative Review and Verification of the  I-9 form.  **Note that per the instructions on the I-9 form, the approver must physically examine each original document the employee presents.  The employee may submit one document from List A OR a combination of one document from List B and one document from List C. For more information on the I-9 process, see the Form I-9 including instructions has been attached to this article.

State Withholdings:

 

Reporting:

The W-4 and State Withholding details can be found on the reports tab, in the payroll section.  If the links do not appear, either the onboarding has not been licensed, or there are no records that were saved for the specific withholding details. 

 

Things to Note:

  • Currently, the default Exchange Notice task doesn't support the option to upload a doc. For now, you can inactivate the default task and add in your own custom task under the Orientation section for the exchange notice.