After an employee received the onboarding packet, the first thing the employee will need to do is register their ESS Account. This is the first step within any Onboarding Template. Should the employee have any issues with registering their account, please refer to Empeon's article ESS Hub - First Time Login Instructions.
Employee Portion
Once the employee successfully registers their ESS Account, their onboarding packet will look something like this:
A table of contents will be provided, outlining the steps the employee needs to complete, along with prompts on their main screen to guide them through each step.
As the employee works through each section, progress is saved automatically, allowing them to return to the onboarding packet and pick up where they left off if interrupted. This also enables the employer, or "Assignee(s)," to review the status of the onboarding packet in real time and see the information that has been entered.
Once the employee completes their portion of the onboarding packet, they will receive a confirmation screen like this and it will be submitted back over to the employer for review.
Employer Portion
After the employee completes their portion of the onboarding packet, it will be submitted back to the employer for review. The "Assignee" of the Onboarding Template will be notified via email and through their Empeon Workforce Dashboard that an onboarding packet requires their review. To review a submitted onboarding packet as the "Assignee", navigate to Onboarding section within the People tab. Here it will display the employees assigned and the status of their onboarding packets.
This screen automatically defaults to reviews "Assigned to me", displaying all onboarding packets directly assigned to the Assignee. However, along the top of the dashboard of names, there is a tab of "Others" where onboarding packets assigned to other individuals within the organization may be viewed.
To review the contents of the onboarding packet for an employee, select "Manage profile".
The initial review screen for the Assignee will show when the onboarding invitation was sent and what sections on the onboarding packet have been completed.
The first two sections, "Invitation Sent" and "Account registered," are confirmation screens. These sections will always be checked when an onboarding packet is submitted, and there is nothing within these tabs that requires further inspection by the Assignee.
The "Employee input" section allows for reviewing the information entered by the employee. If necessary, the "Assignee" also has the ability to add any additional information or make edits to the information entered.
The next section is "Admin input", and this is the section that requires final approval from the Assignee. Information within this section focuses on employment-related details, such as employment status and pay rates, which are typically entered by the employer. Most of this information will have been completed before sending the onboarding packet. However, this step allows the Assignee to review this information one last time before officially saving these settings in the system. After reviewing and making any necessary updates, click "Save".
The final section to review as the Assignee is the "Documents" section. This sections allows for the review of completed documents made by the employee as well as any document uploads that the employee provided. For documents that require the employer's signature, it will display for the Assignee to take action.
After reviewing this section, and signing any necessary documents, the blue "Approve" button in the top corner of this screen will become available. Click this to finalize the employee's onboarding.
The system will then ask to confirm the employee's ID number and hire date before being required to "Approve" once more. Approving here will officially transfer this employee from onboarding to an ongoing, "Active: employee if the hire date is current.
Resending/Cancelling Onboarding a Sent Onboarding Template
If there is a need to resend or cancel an Onboarding Template that has already been sent, this can be managed in the Onboarding section of the People tab. For each employee with a sent Onboarding Template that is In Progress, a three-dot menu will be available. Click on the respective employee to access options for resending or canceling the invite.
