After an Onboarding Template is configured, it is then ready to be sent to an employee as part of their self-onboarding welcome packet. To send an Onboarding Packet to a new hire, navigate to the Onboarding section within the People tab and select the blue "+ Onboard New Hire" button.
This screen also serves as the dashboard for reviewing and approving the status and completion of onboarding packets that have already been sent to employees.
Add New Hire
On the following screen, it will prompt for the selection of an Onboarding Template and to provide details about the new hire being onboarded.
- Onboarding Template - From the dropdown, select the Onboarding Template to send to the employee.
- Filing Form - Enter the type of employee they will be for the company. In other words, is this a W2 employee or a 1099? Please note that the system automatically defaults to W2. Additionally, since W2 is already selected, Collect I-9 and Collect W-4 will by default already be checked at the bottom of the page as well.
As the screen continues, the following prompts will appear:
- Personal Information - Required fields in this section are the employee's first and last name and their email address. It is important to have the correct email address as this will be the email address used to send the onboarding packet to.
- Employment - Required fields in this section are the hire date and ACA type. Please note that within this section is where the employee's Manager can be assigned. This is important step if the "Assignee" set up in the Onboarding Template is assigned to Manager.
Please note that if the "Hire Date" entered is the current date or earlier, the employee will be added to Empeon Workforce as an "Active" employee once their onboarding packet is reviewed and approved. If the "Hire Date" is a future date, the employee will be listed under "All Employees" but not considered "Active" until the specified hire date, at which point they will automatically transition to an "Active" status.
The next section on this screen will include the following:
- Payroll Information - There is only one required field in this section and that is establishing the pay frequency that the employee will be paid out as. However, there is still the ability to enter their wage information, and any applicable Cost Centers. For W2 employees, Collect I-9 and Collect W-4 will already be checked.
Please note that when entering a salaried employee, the amount that is entered should be the amount they will receive each paycheck based on the Pay Frequency. It should not be the annual salary amount.
Click "Next" to move onto the Onboarding Invite screen.
On this screen, there is the option to add any additional documents that are available from the Document Library. This step can be skipped if the necessary documents are already included in the Onboarding Template that was selected. This step serves as an extra precaution in case there are additional documents to provide to the employee. To add any last minute documents, click "+ Add document".
Click "Save and Invite" to send the onboarding packet to the employee via email.
Email: Welcome to the Company
This will be what the email looks like for the employee when they receive their onboarding packet. The employee will need to click the blue button labeled "Register Account" to get started.
For information on how the onboarding packet is completed and reviewed by the "Assignee(s)", please refer to Empeon's article Reviewing Completed Onboarding Templates.