Introduction to Onboarding

Every company (and every team) has a different onboarding process for its new hires. While there are certain boxes that must be checked and paperwork filled out for every new hire at every company - here's looking at you, tax forms - due to differences in location, industry, business type, culture, resources, and timing, you've probably found that your new hire experience has been quite varied from team to team. At its most basic level, onboarding is the process of bringing a candidate into an organization as a new employee. In this article, we go over the basics on the ClearCompany Onboarding Platform.

In this article:
Onboarding Permission
Onboarding Dashboard
Navigating to the Onboarding Dashboard
Onboarding- My Onboards Tab
Onboarding- Dashboard Tab
Onboarding- My Tasks
Onboarding- Onboards
Onboarding- Completed Forms
Additional Resources

Onboarding Permission

In order to access some of the tabs listed below a user will need the Onboarding Coordinator or 
Tasks Assignee Permissions.

Onboarding Coordinator

This permission is considered the all-access Onboarding user. This individual has the ability to send, edit, and have access to all in-progress and completed Onboarding Packets and Completed Documents. This user can also manage items within Onboarding Setup*, including New Hire Packet Templates, Onboarding Email Templates, and the Document Library (*when combined with the User Admin permission). 

Task Assignee

This permission is considered the tasks-only Onboarding user. This user has access to the My Tasks tab and can be assigned to approve tasks or complete internally assigned tasks. A Task Assignee does not have access to view in-progress or completed onboarding packets.

Onboarding Dashboard

From the onboarding dashboard, you will see you have the 5 options listed below. Each tab will be helpful in making sure your onboarding process is going smoothly. See below for information about each tab.

Navigating to the Onboarding Dashboarding

A user can navigate to the onboarding dashboard by following the steps below.

1. From the main dashboard, they can select Tools.
2. Then Onboarding.
3. This will bring them to the main Onboarding Dashboard.

My Onboards

The My Onboards tab will allow users to keep track of their new hires' onboarding progress. A user who has been assigned as the Hiring Manager for an Onboarding packet will have access to this page. From this tab, users will be able to see:

1. Calendar

This allows users to see how many new hires they have starting that day and hovering over the calendar will show the amount of new hires.

2. Starting (Date)

This will show users progress made on new hires' onboarding packets. When you select a new hire from this list, individual outstanding tasks will populate at the bottom of the window under Overdue and Upcoming tasks.

3. Overdue Tasks

This will show any outstanding tasks (new hire or internal) in the new hire's Onboarding packet after their hire date has passed.

4. Upcoming Tasks

This will show any upcoming task due dates (new hire or internal).

Dashboard Tab

The Dashboard tab in Onboarding will give the Onboarding Coordinator high-level, at-a-glance reporting on the Onboarding system.

1. Filter Options

You can adjust the filtering options in the upper left-hand corner by clicking on the dropdowns.

2. Starts This Week

Shows the number of new hires starting this week.

3. Recent Hires

Shows the onboarding packet progress of your most recent new hires.

4. Open Tasks by Due Date

Shows the percentage of outstanding tasks by the due date.

5. In Process

Shows the completion percentage for In Process onboarding packets.

6. Onboarding Activity

Compares the volume of new hires month-to-month.

7. Open Tasks by Owner

Compares outstanding tasks owned by internal assignees vs. new hires.

8. Create Onboard

This button will allow you to initiate an onboarding without going through a candidate's tearsheet.

My Tasks

This tab allows users to Reject, Approve, or Mark as Complete tasks, or enter in any necessary information. You can also find a list of your tasks by clicking on the blue banner above the first task. Typically, you will receive notifications for upcoming and overdue tasks and approvals. You can follow the link provided in the email to log in and complete the task or you can log into ClearCompany. You can also find any tasks you need to complete by navigating to Me>Tasks.

Onboards

The Onboards tab allows Onboarding Coordinators to search for any new hire packets and see the completion percentage as well as any relevant information. 

1. Filters

Users can use filters to search by Department, Office, Manager, Onboarding Coordinator, Status, and Date. 

2. New Hire Information

Users can see information about the onboarding packet related to the new hire.

3. Edit

Users can also edit onboarding packets by selecting the pencil icon.

4. Delete/Download

Users can also navigate to this tab to delete any unused onboarding packets, for example, duplicates or new hires that did not finish and left. You can also download completed onboarding packets.

Completed Forms

The Onboarding Coordinator can view, print, and forward individual completed Sign and Scan or Online Forms. While you are able to download a completed packet in its entirety when the packet reaches 100% completion, this tab will allow you to access individual completed forms prior to packet completion.

Forward

To forward the form, click the checkbox next to the form(s) you would like to forward and click Forward.

An email editor will appear so you can customize the email with which you will forward the form. When you have finished composing the email, click Send.

For security reasons, you will only be able to forward Onboarding forms to ClearCompany users in your organization.

Print

Select the form that you will like to print and the form will appear as a popup in the system. Click the print icon in the upper right-hand corner of the popup to print or save as a PDF on your computer.

Additional Resources

How to Setup Onboarding
How to complete a packet
How to onboard candidates