Onboarding new hires

A guide on how to build and tailor your onboarding process for your new hires and set them up for success on day one

Congratulations on growing your team! It's time for the fun part of onboarding your new hires into your organisation. Using Worknice's digital onboarding tool, it's easy to collect all the necessary information, share any documents, and make sure your new team members have everything they need on day one.

Getting started

To hire a new employee or contractor and start their onboarding process, navigate to the People section and then click on the Add Person button on the top right-hand side.

1. Add Person

From here you can fill out the following field and send your new hire an invite to commence their onboarding.

You will be asked to provide the following details;

1. Enter their Name. This doesn't have to their full name, the new hire will be asked to provide their short and full name during onboarding.

2. Role: Choose between Employee or Contractor.

3. Select their Position: If this is a new position, after you enter the name of the position select "Create New [Position Name]"

4. Select a Start Date. You can also add and end date but this is optional

5. Enter Pay Details: The options are Salary or Hourly Rate

6. Assign a bundle or assign templates individually.

7. Assign more templates/bundles: A bundle is a group of templates. Once you select a bundle, you can add more templates or remove templates from the list. Haven't created a bundle?. If you do not assign templates during this step, don't worry, you can do it later. Go to step step 2 and step 3 below.

8. Add the new hire to integrations: The person will be automatically added to integrations you choose

9. Optional: send invitation now: If you want to invite now, enter an email you would like to send the onboarding invitation. If you have further tweaks on approvals to make, continue on.

If you have more onboarding requirements (documents, certificates etc.) Click Add. This will take you to the new hire's people page, where you can setup further items for onboarding.

2. Optional - Configure Onboarding

Now that you have added in your templates, you can configure their order, and also include / exclude templates from the onboarding process.

Reorder templates - where there are templates listed, you can move the templates up and down.

Include more templates - Some templates may not be included in onboarding, meaning they will be driven through the inbox once the new hire has completed onboarding. You can move these to be 'included',

Exclude templates - some templates may be included in onboarding, and you instead wish to drive them through the inbox once the new hire has completed onboarding. Move these templates to be 'excluded'.

3. Optional - Assign More Documents to Review / Sign

Typically during onboarding the new hire will have a few documents they need to review or sign. To request a document for signing or review;

1. On the persons profile page click the Documents tab

2. Click Create Documents (contact us if you have not set these up yet)

3. Select a document from the list (e.g. Employment Contract)

4. Complete any dynamic fields (e.g. Employee Start Date etc)

5. Click Assign

The document has been assigned to the new hire and will appear during their onboarding process. If you need to add more documents, simply repeat this process.

4. Optional - Request More Certificates for Upload

You may require your new hires to provide certificates for verification as part of their job (e.g. Driver's Licence).

1. On the persons profile page click the Certificates tab

2. Click Request Certificate

3. Select a certificate from the list or enter the name of a new one and select "Add [Certificate Name]"

4. Click Request Certificate

The certificate request has been assigned to the new hire and they will be asked to provide their certificate document and/or details when they first login to Worknice (it will appear in their inbox)

5. Send Invitation

The last step is to send the invitation.  Click the Invite link on the banner at the top and input the email you wish to send the invite to and click Send Invite

Not ready to invite the employee? No problem! If you leave the page all of the information will be saved, and you will see the employee listed as Draft in the People directory. Just click on the employee and you will be brought back to the hiring flow.

6. New Hire Signs Up

Now that the invitation has been sent, its up to the new hire! They will receive an email (with your logo and brand colours). All they have to do to start is click on Create your account and follow the next steps.  Read more about this here