Onboarding is a useful tool used to make sure a new hire is organized and feeling ready to start from Day One. In this article, we cover the frequently asked questions regarding our onboarding platform.
In this article:
Onboarding Section
Onboarding Security
Onboarding Packet
Onboarding Exports
Additional Resources
Onboarding Section
Where does the location information pull from in the Onboarding section?
The location is pulled from the office that is set in the requisition details. We pull the map from www.openstreetmap.org.
Is there a way to remove birthday information from the onboarding packet?
Birthday visibility can be updated per person under Account>Preferences.
Onboarding Security F.A.Q.
Are electronic signatures legally valid?
Yes! We have attached a PDF, at the bottom of this article, that details all the security information regarding electronic signatures.
How is onboarding data that is gathered protected?
The new hires and those viewing onboarding packets (most likely onboarding coordinators) always access the data over an encrypted SSL channel. Any sensitive data, such as social security numbers, is AES encrypted before it is stored in the database. Also, as you may have seen, login to a packet requires a password, and if an SSN has been provided for the new hire, the last 4 digits of that SSN are required for authentication. Last but not least, access to the onboarding data is limited to those with an organization that has Onboarding Coordinator permissions, has been assigned specific tasks related to an onboarding packet, or has been forwarded the form. In all cases, the user needs to have their own username and password to log in to see the data.
How does ClearCompany collect valid electronic signatures in Onboarding documents?
There are 3 data points that we collect and log to ensure the validity of electronic signatures that we collect.
- First and foremost, the new hire must provide the correct username and password to log in and access their onboarding packet. This is a safeguard to confirm the identity of the person providing the signature.
- Second, we collect the IP address of the computer or device used by the new hire as they provide their signature.
- Third, we collect and log the exact time and date that the signature is provided.
These 3 pieces of data - identity, location, and time/date, allow for a fully auditable log of the signature event.
In the onboarding forms (as well as in recruiting forms), how is sensitive information like SSN, driver’s license number, birth dates, etc. saved and stored in the database?
Currently, SSNs are encrypted using strong AES encryption. Legally birth dates and D/L numbers are not generally classified as Personally-Identitfying Information and to date have not been encrypted. However, we are planning an update to the system which will result in most additional form data being encrypted in the same manner as the SSN is currently. Note that this will not encrypt *everything*--contact information (name/email/phone) and the candidate's original resume and some miscellaneous metadata such as start dates would be stored in the database as plain text. This is entirely allowable in accordance with all laws we know of regarding protection of PII including Massachusetts 201 CMR 17 which to the best of our knowledge is among the most stringent laws currently in effect. ClearCompany is also a voluntary participant in the EU Safe Harbor program for the storage of data relating to EU citizens.
Do you regularly perform security auditing on the ClearCompany Web application internally and/or with third-party security consultants?
We perform regular security testing internally, including the use of automated penetration testing. We perform regular reviews of log files and transaction monitoring to identify suspicious port scans or other out-of-the-ordinary events that might indicate an attempted attack or security vulnerability.
If a security issue arose that potentially compromised information or accounts, what is ClearCompany's disclosure policy?
In the event that we have reason to believe that the client's data has been accessed without their authorization, it is our policy to notify the affected client(s) within 7 days. Most security risks and attempted attacks are highly general in their nature, however, if we had reason to believe that a specific client was being targeted, such as for industrial espionage, we would share that information even if the attempted access was completely stopped by our system. We cannot make any guarantees as it may not be obvious to us that any threat is specific in nature, but we care about our clients and would want to assist them in this way.
Onboarding Packet
How can I tell what items are pending in a new hire’s packet?
The steps outlined below will show you what items are not completed in an onboarding packet. This will help you answer the question "What is causing your new hire’s packet progress to stall?".
- Go to Tools -> Onboarding -> Onboards
- Locate your new hire’s record and click on their name.
- Note: You may need to adjust the filters at the top of the page to locate your new hire. - Once you click the new hire’s name, a new window like the one below should appear.
- Here, you will see two tabs at the top of the page. One is for tasks associated with the new hire and the other (internal) is for tasks for employees at your company to complete.
- Next to each packet item, there is either a checkmark or an arrow.
- An arrow means that the item is not complete. Either the new hire has not completed the item or the approver has not completed it.
- A checkmark means that the packet item has been completed by the new hire and approved as well.
- To see who the approver is for this document, you can click the pencil icon next to the packet item. The window that pops up will have a section called "Approver".
Can new hires use the same username and password for their onboarding packet as they did for the application process?
No, the usernames most times differ so that candidates have a login to view applications, and a separate username to access their onboarding packet. New hires should use the username provided in their 'Welcome Email' to access their packet.
Onboarding Export
How do I tell when the information from the onboarding packet is set to send to CoAdvantage?
When setting up the data export, we use the "Hired - Send to CoAdvantage" workflow trigger unless otherwise specified. If you would like to confirm which trigger is being used or would like to change this, reach out to ClearCompany Support or your ClearCompany Representative.
What does it mean when you say these forms will be automatically updated for your account?
If you were using the previous version of a form, when we do a form audit, it will be automatically updated in the packet without you needing to go in and update it manually. If you're using custom forms and would like an updated version, please reach out to ClearCompany Support or your ClearCompany Representative
Onboarding Export Errors
When approvers are looking through onboarding forms to approve, they should make sure forms are filled out correctly and formatted correctly. If there are issues, they can reject it and that will send it back to the new hire to fill out correctly. If you are having issues, check out this help center article regarding ADP Export Troubleshooting.
Additional Resources
To learn more about onboarding see the articles below:
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