Worknice Onboarding
Worknice let’s you send out dynamically generated contracts, payroll forms, documents, compliance requirements and questionnaires all with a couple clicks of a button.
Getting your paperwork organised and prepared
In order to onboard a new hire, you have to send them paperwork! There is a range of different paperwork types that we will cover in this guide, and all of them need to be created as a template in Worknice first. Let’s get to it.
Preparing your digital forms
A digital form is just like it sounds - a form that employees can fill in during onboarding. A digital form is different to dynamic fields on a document as they inject data into your people profiles - enabling you to send that data to other apps like payroll.
Key features of a form:
- Assign forms to new or existing people - click here
- Configure forms to match your business needs - click here
Types of forms
- Payroll forms
- Existing conditions form
Preparing your dynamic documents
A dynamic document is a document that you, and admin of Worknice, can inject dynamic employee information into it as it generates. Even better, you can apply dynamic form fields that are to be collected by the employee. A dynamic document is much the same as a document you’d create in apps like Docusign, Jotform, Panda docs or similar. Using one of those products? We can replace it!
Contracts
Contracts are the obvious use case for dynamic documents in respect to onboarding.
Start by making sure your documents are ready for the digital world and formatted in a way that will look good for the end user and stand the test of time, saving you valuable fiddling time in the future.
Once your contract document is prepared, you are ready to upload it into Worknice. Add your dynamic fields in a PDF app, and then map the field types in Worknice
Preparing your static documents
Static documents are PDFs that have no dynamic fields. The following categories of documents are typically static and are really fast and easy to set up as templates in Worknice;
- Policies
- Job descriptions
- Fairwork information statements
Before you upload anything, check they are ready for the digital world. A few of the common ones we see are;
- Documents that should be acknowledged are done so using Worknice technology, so you won’t need a place on the document for acknowledgement or signature.
- Remove unnecessary dynamics fields so the document can be static, such as first name.
Time to create your static document template? Go to the Settings area, click on the Templates section and click Add Template. Select Document as the type, and upload the document from your computer. Give it a name, and you’re done!
Setting up certificates
Worknice helps you collect, manage and analyse important compliance documentation for your business. But every business is different, that's why Worknice lets you create and configure all the certificates you need without any additional clutter.
Common examples of certificates include Working rights docs, Working with children checks, construction tickets, tertiary education or training completions.
Create a certificate template - click here
Need a bit of inspo to get started? - click here
Bundling your paperwork for different employee groups
Every organisation hires for different types of positions, and those positions have their own unique paperwork requirements.
Employee groups are typically segmented by one or some of the following categories;
- Employment type; eg Casual, permanent, contractor
- Position type; eg admin, labourer, logistics
- Location; eg State, country, office
With this in mind, it’s time to start creating onboarding bundles for various employee groups.
Create your bundles now - click here
Pro tips
- Use a consistent naming convention eg “Onboarding workflow: [employee group]”
- Add the relevant contract first, Fairwork info statement and JD second, Payroll forms third, policies fourth and certificates fifth.
Hire a new employee
This is the part where all your hard works turns into a huge administrative time saver and an onboarding process that will delight your new hires.
Give it a try now - click here