Employee Onboarding
The onboarding feature in Papershift Pulse allows HR personnel to create structured, repeatable processes for onboarding new employees. The feature includes setting up stages, creating templates, and tracking employee progress through each stage in a visual Kanban view. This article will guide you through the steps to access, configure, and manage the onboarding process, as well as provide an overview of the employee’s view of their onboarding progress.
Where do I find the feature?
You can access the onboarding feature from the main navigation on the left side of the screen. Look for the “Onboarding” navigation item. If you cannot see it, it means you do not have the necessary permissions to access this feature, as it is typically restricted to HR personnel.
To begin setting up an onboarding processes, you will first need to configure stages and templates in the account settings.
Feature Breakdown
1. Setting Up Stages
Onboarding processes are typically divided into stages to keep the workflow organized and manageable.
How to Set Up Stages
Navigate to the account settings and open the “Onboarding” tab. From here, you can create, edit, delete, and reorder stages to fit your organization’s needs. It is important to define your stages before creating any templates, as tasks will be assigned to specific stages.
2. Creating Templates
Templates allow you to define the onboarding process once and then reuse it for different employees or roles. This ensures that onboardings are consistent and streamlined.
How to Create a Template
After setting up your stages, you can create templates for each role. Each template contains tasks for each of the stages. If a specific stage is not necessary for a role, you can leave that stage empty.
Tasks consist of a title and description.
Templates can also be duplicated, allowing you to create a master template and then clone it for specific roles, modifying it where needed.
3. Starting an Onboarding for an Employee
Once your stages and templates are set up, you can start the onboarding process for a new employee.
How to Start an Onboarding
Navigate to the “Onboarding” section and click “Start Onboarding.” From here, search for the employee you wish to onboard, select the appropriate template, and set their first day. If you prefer to start with a blank onboarding, you can leave the template empty.
4. Kanban View for Tracking Onboarding Progress
Onboarding progress is displayed using a Kanban view, which provides a clear visual representation of where each employee is in the onboarding process.
Kanban Structure: All the stages you’ve created will be shown as vertical columns, with employees represented in the column corresponding to their current stage. You can click on an employee’s name to view more details about their onboarding progress.
Managing Tasks: In this detail view of an employee’s onboarding, you can assign tasks, mark tasks as complete, add or remove tasks. You can even assign tasks to the employee being onboarded (more on that in section about employee view)
5. Tracking Progress and Moving Between Stages
As tasks are completed, you can track the progress of each employee across the stages in the Kanban view. When an employee has completed all tasks in a stage, move their onboarding to the next stage.
6. Completing or Canceling an Onboarding
Once all stages are complete, you can comlpete the onboarding process. Alternatively, you can cancel an onboarding any time.
Employee’s View
When an employee is being onboarded, they will see a new “Onboarding” tab in their user profile. This tab includes:
- Welcome Message: A personal welcome message you can prepare in template and onboarding.
- Getting Started Section: A list of tasks assigned to the employee during the onboarding process. Employees can complete assigned tasks here.
Once the onboarding process is completed, the additional view in their profile will be automatically hidden.
FAQ
Why can’t I see the onboarding feature in my navigation menu?
If you can’t see the onboarding feature, it is likely that you do not have permission to access it. Typically, this feature is only available to HR personnel.
How do I set up stages for onboarding?
Stages can be set up by navigating to the account settings and opening the “Onboarding” tab. From there, you can add, delete, or reorder stages as necessary.
Can I customize the tasks for a specific onboarding?
Yes, onboardings my vary. You can add, remove, or change tasks of an onboarding.
How do I start onboarding a new employee?
Navigate to the “Onboarding” section, click “Start Onboarding,” select the employee and template, and set their first day.
Can an employee have multiple running onboardings?
No, every employee can only have 1 onboarding or offboarding at the same time.