To set up a new Onboarding Template, navigate to the Onboarding section on the Company tab and select the Onboarding Templates.
After selecting the Onboarding Templates Card, the screen that follows will display any existing templates and provide the option to create a new one by clicking the blue "+ New Onboarding Template" button.
Cards
The first section when creating an Onboarding Template is the Cards section. Cards refer to all fields of information that can be collected to build out the Employee Profile. Most Cards require the employee to enter information into the fields, but some can be assigned to the employer for entry after the employee has completed their portion.
The Cards screen is split into two sections:
- Selected Cards - Located on the left side of the screen are Cards already included within the onboarding packet. Upon initiating the creation of an Onboarding Template, there will be ten Cards that will automatically be included. With the exception of the Direct Deposit Card, these pre-selected Cards cannot be removed, as the information collected in these Cards are necessary for successful employee onboarding.
- Available Cards - Located on the right side of the screen are the Cards available to include within the onboarding packet. To add a Card from the available selection, simply click on the "plus sign" to the left of the Card's name.
Each Card will specify whether the information will need to be completed by the Employee or the Employer. There are only five Cards that offer the choice of whether it should be the employee or the employer completing this information: Direct Deposit, Custom Fields, Driver's Licenses, Education and Vehicles.
To remove a Selected Card, hover over the card and a red minus sign will appear to remove the Card. For Cards that allow the designation of whether the Employee or the Employer will input the information, there will be a pencil icon next to the Employee/Employer label. Clicking this enables the modification of the assignment.
To view the fields of information that are included with each Card, click the dropdown next to the Employee/Employer label.
Fields of information within each Card can be marked as "Required" in order to ensure that these fields of information are being entered. Some Cards may have fields that are required by default and that will be indicated by a red asterisk. It is important to note that all fields within a Card will still be visible to the employee, and available to have information entered. However "Required" fields MUST have information entered in order for the employee to proceed to the next step.
Once the selection of Cards is finalized, click the blue "Continue" button at the top of the screen to move onto the Paths & Documents section.
Paths & Documents
The next section when constructing the Onboarding Template is the Paths & Documents section. This sections offer the most ability to customize the steps and actions the employee needs to do in order to complete their onboarding packet.
There is an order of operation to completing this section:
- Included Paths - Since Paths can be configured to include Documents and Document Upload Requests, they must be considered first on this screen. Click the "+ Include path" button to incorporate a Path to the Onboarding Template.
- Documents To Sign - Documents that need to be reviewed and/or signed, can be uploaded here. All documents available here, flow from the documents that have been uploaded to the Document Library. If a Path is included in the first section, that includes documents, it will not be necessary to also add those Documents in this section.
To add a Document, use the "Available Documents" section to locate the document from the Document Library. The search box can be used to search by folder of file name. Use the 'plus' and 'minus' signs next to the document name to add and remove documents ass needed.
- Documents To Upload - The last consideration in this section is whether there are any documents that the recipient needs to upload from their end. Please note once more that if there are any document "Request Uploads" requests included within a Path that has been assigned, it does not need to be included here. To request a document upload from the employee, click "Add document upload".
When adding a document upload, a screen will appear with the following fields:
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- Document Name - Provide an appropriate name for the document you wish to have the employee upload.
- Document Description - Provide instructions regarding the document request such as file type and size.
- Who Should Upload This Document - Will it be the Employee, or the Admin (Employer) required to upload this document?
- Document is required - Toggling this on will make it so that the document needs to be uploaded before moving on to the next step in the onboarding packet.
Please note that with Paths and Documents included within this section, it is not necessary to include I-9 and W-4 forms within either section. These forms will already be included within the Onboarding Template, if required.
After adding any Paths and/or Documents, click the blue "Continue" button at the top of the screen to move onto the Customization section.
Customization
The final step in constructing the Onboarding Template is to include a Welcome Message. This message will be included in the email that the employee receives, inviting them to begin the onboarding process.
There is also the option to include a Welcome Video here. This video will not appear in the email invitation but will be the first item the employee encounters within their onboarding packet after registering their ESS Account.
Please note that the video can only be sourced from the following hosting providers: YouTube, Vimeo, Google Drive, and Dropbox. Please also note that if a Path has been added that includes a Welcome Video, adding a Welcome Video here would be redundant.
After configuring this screen, click the blue "Save" button at the top of the screen to establish the "Assignee(s)" in charge of reviewing the onboarding packet once the employee completes their portion.
Assignees may include:
- A specific Workforce User.
- A specific Workforce Role (which can have multiple Users assigned to it).
- The employee's Manager. For this to work, make sure to assign the employee a Manager when sending the onboarding packet.
- The initiator. This is the person who sends out the onboarding packet to the employee.
Multiple levels of Assignees can be assigned. Please note that the first "Assignee" will be the first to review the onboarding packet where it will then go to the next "Assignee" in order. Upon establishing the "Assignee(s)', this is also where a Template Name and Template Description is entered. If this will be the primary template that will be using most often, mark it as the primary template. Click "Save" to finalize the Onboarding Template and make it available to be sent out.
For more information on how to include an Onboarding Template as part of an onboarding packet and send it to employees, please refer to Empeon's article Sending Onboarding Packets.