How to set up Onboarding?

Before you can send a new hire onboarding packet, you will have to first create a New Hire Packet Template. New Hire Packet Templates allow you to set up a packet that contains forms and tasks that you would like your new hires to complete as they are being onboarded. Having a template will allow you to easily assign a packet without worrying about which tasks and forms to assign every time you have a new hire. In this article, we cover the steps necessary to compile a packet template.

In this article:
Navigating to the Onboarding New Hire Templates
Creating a New Hire Packet Template
Copying a New Hire Packet Template
Assign Internal Tasks
Add An Item to Your New Hire Packet Template
Testing a New Hire Packet
Additional Resources

Navigating to the Onboarding New Hire Templates

1. From your main dashboard, Click on Tools and select Setup
2. Head to New Hire Packet Templates under Onboarding Setup in the setup menu.

Creating a New Hire Packet Template

Please Note:

We advise against using the "No Approval Option" on tax forms. Organizations are responsible for ensuring that all tax forms, both state and federal, are completed accurately. Additionally, Personal Data Sheets and Direct Deposit/Payroll Forms contain sections that must be filled out by an internal user. This information is essential when submitting new hire documentation.

Creating a Packet Steps

1. To create a new packet, from the New Hire Packet Template screen, click Create New Hiring Packet on the right-hand side.
2. Give your new packet a name, and select how you would like the new hire to view their tasks with Packet Tab Orientation.
3. Click Submit when you are finished.
4. In the new packet that appears, you will see a set of buttons in the upper right-hand corner.
5. Click Add Item to Packet to create your first new hire task.
6. In the window that pops up, set the details of your new task.
7. Name: This is the name of the task that both you and the new hire can reference when the packet is launched.
8. Packet Task Type: select either New Hire Task or Internal Task.
9. Type: Select the kind of task tab you will be adding to the packet. Depending on the type of tab you choose to add, you may have to provide additional information to create the task. Click here for a guide on the different kinds of task tabs.
10. Continue adding tasks to your new hire packet. Changes you make will update the packet automatically.

Copying a New Hire Packet Template

Copying Steps

1. To copy the packet, from the New Hire Packet Template screen, click the dropdown menu on the left-hand side and select the template you wish to modify.
2. Select Copy Packet on the right-hand side.
3. A new window will appear notifying that a copy was just made.
4. Navigate back to the dropdown and locate the copy.
5. Changes made to the copy will not affect the original packet.

Assign Internal Tasks

The Internal Tasks tab in the New Hire Packet Template Setup can be used to assign tasks to employees at your organization. For example, you can use this tool to have an office manager make sure the appropriate equipment, software licenses, etc. are set up for the new hire's first day.

Please note: For form approvals, such as the employer portion of the I-9 or approval on a personal data sheet, you do not have to add these manually as internal tasks. The system will automatically request approval on these items.

Please Note:

We advise against using the "No Approval Option" on tax forms. Organizations are responsible for ensuring that all tax forms, both state and federal, are completed accurately. Additionally, Personal Data Sheets and Direct Deposit/Payroll Forms contain sections that must be filled out by an internal user. This information is essential when submitting new hire documentation.

Internal Tasks

1. Navigate to the New Hire Packet Templates, Tools>Setup>New Hire Packet Templates.
2. You can create a new packet or select an existing packet from the dropdown.
3. Selecting Add an Item, changing the Packet Task Type, to an Internal Tasks.
4. You can also toggle Internal vs. New Hire tasks by changing the Packet Task Type to either Internal Task or New Hire Task.
5. When navigating to Internal Tasks, and selecting Add Item to Packet, the Packet Task Type will automatically be an internal task.

Add an Item to your New Hire Packet Template

Adding Items Steps

1. Go to Tools -> Setup -> New Hire Packet Template
2. Click the drop-down menu at the top of the page and select the template you wish to edit
3. Click "Add Item To Packet" from the options in the upper right-hand corner.
4. Fill out the sections in the window that appear.
5. Click submit and you're done!

Testing a New Hire Packet

One important thing that should be done, is testing your onboarding packet template. This will confirm the new hire experience is what you envisioned it to be. This will allow you to make any changes before you start sending the onboarding packets to new hires. Before you start testing, it is highly recommended that you have a test candidate to send this packet to.

Testing Steps

1. On your Test Candidate Profile, click the Hire Tab.
2. Click Create Onboarding Packet on the right-hand side.
3. Set the Basic Details for the New Hire Packet. Be sure to set yourself as the Coordinator.
4. Select the New Hire Packet you would like to use for the Test.
5. Set Due Dates for the Packet Tasks.
6. Once a New Hire Packet is selected, you will be prompted to change any of the due dates for tasks, approvers, and approvers' due dates. Each task can have different due dates if necessary. It will default to the new hire start date, but can be changed.
7. Ensure an Approver is assigned to all Sign & Scan/Online Form Tasks.
8. Once done with the onboarding packet, you can click Next, which will bring you to the following Delivery Options.
9. Automated Scheduling: Onboarding coordinators and hiring managers have greater flexibility in scheduling packets, improving the onboarding experience for both HR teams and new hires. For testing purposes:
   1. Select Send Immediately
   2. Send packet notification to new hire? - Select Yes to send the new hire login information to yourself.
10. Confirm the Welcome Email Template shown is the one you would like to test with, then select Send Now
11. Check the Email Account of the Test Candidate and select Open Welcome Packet via the Welcome Email.
12. Create a Password. Select Set Password and Sign In to Log-In and Complete the Test Packet.
13. After you've completed the test, verify the following to confirm that the New Hire Packet is set up correctly:
    1. Did the Welcome Email with login instructions get sent correctly?
    2. Were all of the Tasks in the New Hire Packer Template in the Test Packet that was sent?
    3. Did the look and feel of the New Hire Packet perform as intended?
    4. If you add/remove/change Task in the New Hire Packet Template after it is sent, are those changes reflected on the Test Candidate's end when you log back into the Test Packet?

Additional Resources

Introduction to Onboarding
How to Complete an Onboarding Packet