Setting up Onboarding Reviews

This article will walk you through how to set up Onboarding reviews using ClearCompany tools. Onboarding reviews help evaluate your recruitment process through two different types of review: Quality of Onboarding and Quality of Hire. The setup process follows the same steps for each review.

In this article:
Quality of Hire & Quality of Onboarding
Creating a Workflow & Workflow Notifications
Creating Scales
Creating Sections
Creating a Template
Additional Resources

Quality of Hire & Quality of Onboarding

You have two onboarding review options: Quality of Hire and Quality of Onboarding.

Quality of Hire: The purpose of this review is to evaluate the accuracy of hiring against the competencies of a role and to understand if improvements or adjustments are needed.
Quality of Onboarding: The purpose of this review is to evaluate the performance of the recruiters, the candidate experience they have provided, and the ease of transition into your company.

Creating a Workflow & Workflow Notifications

Create Review Workflow

1. Navigate to the Tools menu and select Setup.
2. Click Review Workflows.
3. Click NEW PERFORMANCE EVALUATION WORKFLOW, located in the top-right of the page.
4. Begin by setting the details of your new workflow:
   • Name: Give your workflow a name, such as "Annual Review Workflow", that will be easy to recognize when launching your review cycle.
   • Add or Modify Review Stages: The default stages included in a new performance workflow include an Employee Self-evaluation, Manager Evaluation, and Completion stage.
     1. To add a new stage to the workflow, click Add Stage in the bottom left.
     2. To modify an existing stage, click the pencil icon on the stage you'd like to modify.
     3. To remove a workflow stage, click on the 'X' icon.
     4. To reorder your workflow stages, click on the 3-vertical bar icon and drag to reorder.
5. Click Save Stage to save your workflow stage edits.
6. With your review stages defined, you can then customize any notifications or submission terms that should be assigned to each stage.
7. When you are satisfied with your new review workflow, click Save Workflow. The next time you launch a review cycle, you will be able to select this workflow and set stage due dates in the Schedule and Workflow section of the cycle setup.

To learn more, check out this article! 

Recommended Workflow Stages

STAGE 1
Notifications	Recipient: Review Subject Subject: Quality of Onboarding Feedback Requested Body: Dear [Recipient:FullName], Please complete the quality of onboarding survey. This is your opportunity to look back on your onboarding experience and provide feedback on what is going well and what can be improved. Click on the following link to complete the review - [ReviewUrl]. This is due no later than [Reviewers:1:DueDate]. Your user name is [Recipient:UserName]. Please click on the following link if you have trouble logging in and need to reset your password: [Recipient:PasswordResetLink] If you have any questions about this process, please contact the Human Resources Department. Regards, [OrgName] Due Soon and Overdue: 2 Days
Submission Terms	Field Text: I understand that I will not be able to make changes after I submit this review. Validation: Please confirm that you understand you will not be able to make changes to this review.
STAGE 2
Notifications	Recipient: All Selected Performance Admins Subject: Quality of Onboarding completed by [ReviewSubject:FullName] Body: Please look over the quality of onboarding review submitted by [ReviewSubject:FullName]. Here is the URL to access this review: [ReviewUrl].

Creating Scales

Create New Scale

After Clicking "Create New Scale", you will be able to create the details for the scale. The details are:

• Scale Name: give your scale an easily referenced name.
• Value: this is the number value of the response that ties to performance reporting (score distribution). This may or may not be hidden from users in Advanced Options of cycle launch.
• Label: the qualitative value of a scale item (such as Exceeds Expectations or Does Not Meet Expectations).
• Description (Optional): A space in which you can further explain or qualify the label.
• Click Add another scale item to add additional scale responses.
• When you are satisfied, click Save.

To learn more, check out this article! 

Recommended Scale(s)

Yes/No/Sort Of Scale
Value = 2, Label = Yes
Value = 1, Label = Sort Of
Value = 0, Label = No

5 Point Expectation Scale
Value = 5, Label = Exceptional
Value = 4, Label = Exceeds Expectations
Value = 3, Label = Meets Expectations
Value = 2, Label = Does Not Meet Expectations
Value = 1, Label = Immediate Improvement Required

Creating Sections

Create New Section

1. From the Review Sections Tab, select Create New Section. Select Performance Section.
2. Create your Section
   • Title
   • Type
   • Applied Scale* If Applicable
   • Depending on the Type selected, there are other options available. (See below)

3. When you are satisfied with the section, click SAVE SECTION.

Option	Description
Standard Section	To add additional questions to this section, click ADD ANOTHER QUESTION. Requires an Applied Scale. Note: - If comments are Enabled, and a question is marked as Required, then by default, comments are also Required. - In contrast, if the question is marked Optional, the ability to leave a comment is also Optional.
Q&A Section	Does not have an Applied Scale option. If you would like a scale for the questions use a standard section instead. In the QUESTIONS section, type to create the questions your review participants should answer and that this scale will be applied to. Note: - If comments are Enabled, and a question is marked as Required, then by default, comments are also Required. - In contrast, if the question is marked Optional, the ability to leave a comment is also Optional.

To learn more, check out this article! 

Recommended Sections

Quality of Hire

Section Name: Quality of Hire Questions  Section Type: Standard  Scale: 5 Point Expectations  Questions: How well has the new hire done in training to date? How is this new hire performing to date compared to their teammates and peers? How does this new hire's performance to date compare to your expectations for their role? How well does this new hire fit in with the company culture and values? What is the potential for the new hire to stay and grow within the company in the years to come?  Section Name: Quality of Hire Feedback  Section Type: Q&A  Questions: Please describe what went well in the process of finding this new hire. Please describe what could be improved in future hiring processes.

Quality of Onboarding

Section Name: Quality of Onboarding Questions  Section type: Standard Section  Scale: Yes/No/Sort Of  Questions: Did you have a clear understanding of what the onboarding process would look like? Do you understand the company’s mission and vision? Do you feel you understand the job duties of the role? Did you receive the hardware, software, and equipment necessary to do your job in a timely manner? Do you feel it has been easy to communicate to your manager and team about questions and needs that have arisen? Based on your onboarding process, do you feel well-equipped to accomplish your goals?  Section Name: Quality of Onboarding Feedback  Section type: Q&A  Questions: What went well with your onboarding process? What could have been improved in your onboarding process?

Creating a Template

Standard Reviews

1. Begin by heading to Setup in your Tools menu.
2. Select Templates from Performance Setup.
   
3. Click Create A New Template> Select Performance Review.
4. Create your review template by adding and modifying sections:
   • Title: Create a title for the review template
   • Select Section: Select the review sections you would like to include in this review template. To add additional sections, click Add section in the bottom right-hand corner.
   • Total Weight: Standard sections will require a weight. The weight is a percentage, so the total weight should add up to 100. Q&A sections do not receive weight because they do not collect quantitative data.
   • Include Final Score: This will allow for a final question/score at the end of a review.
   • Review Score Visibility: During/After Review
   • Preview: Click this button to preview the format of the review contents.
   • To edit a review section from the template setup, click the pencil icon next to the section selection.
   • To remove a review section from the template, click the  minus icon next to the section selection. 
5. When you are finished, click Save.

To learn more, check out this article! 

Recommended Templates

Quality of Hire	Name: Quality of Hire Sections: Quality of Hire Questions; weight = 100% Quality of Hire Feedback
Quality of Onboarding	Name: Quality of Onboarding Sections: Quality of Onboarding Questions; weight = 100% Quality of Onboarding Feedback

Additional Resources

Launching an Onboarding Review

Onboarding Surveys and Onboarding Reviews