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. For insights on how to review and manage Onboarding Templates that have been completed by the employee, please refer to Empeon's article Reviewing Completed Onboarding Packets.
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 W-2, and when selected, the "Collect I-9" and "Collect W-4" toggles will already be checked at the bottom of the page.
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 entered here since this will be the email address the onboarding packet is sent to.
- Employment - Required fields in this section are the Hire Date and ACA type. Location may also be required if you are utilizing Empeon's Tax Map feature. Please note that within this section is where the employee's Manager can be assigned. This is important step if the Assignee established for 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 set to an "Onboarding" Employment Status and will not be considered "Active". The employee will maintain this status 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 "Salary Per Pay Period". It should not be the annual salary amount.
Once all fields have been attended to appropriately, 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 within 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.