Onboarding setup

Menu Path: Setup > HR Setup > Onboarding

Accessible to: Application Administrator

Onboarding process helps you to manage the complete cycle of a new joiner on boarding. This module tracks the activities to be done by Employee, HR manager and other stakeholders which are to be done before & immediately after a new employee joins the company.

In this process, onboarding activities like background check, email ID creation can be defined and responsibility assigned.

There are four tabs on this page. If you have multiple companies enabled then you will have to manage the setup for each company differently.

1. Processes

This tab is used to activate and configure the various processes within Onboarding module.

- Enable Employee Addition Request Process : select this parameter if you want to enable the New Employee Addition process.

- You can select the roles which will have the authority to initiate this request and approve the request in through the next two parameters

- Date of joining only in future : if this is selected as yes then the initiator can only raise a request with a future date of joining

Enable Document Verification - if you want to enable the process of document verification during onboarding by the HR team then you can activate this parameter

Send New User Validation Email on User Creation - if this parameter is unchecked then employees who are added will not get a validation email on addition. The email will have to be sent manually later. This is used to create and onboard old employee data.

Automate New User Validation Email on Transfer from Recruitment - this parameter is visible only if Recruitment module is activated. If this parameter is enabled then when a candidate is transferred to HRIS from Recruitment module then immediately the onboarding email is sent.
Onboarding Instruction - you can update the instructions which you want the employee to see, these instructions will be shown as the first screen when employee starts the process of filling up onboarding form 

Company Declaration - if this parameter is selected as Yes then as the first step before the employee provides any data for onboarding he/she will have to accept the declaration. The purpose for this declaration is to ensure that employee is aware of the data policy of the company since he is sharing personal and financial details.

Onboarding Declaration From Employee - if this parameter is selected as Yes then while filling up the onboarding form employees will have to accept a declaration through a popup.

Notes: If Enable version management for policies/ documents is activated, then you can create versions of the following policies/ documents, so that you can track which version has been accepted by employees/ candidates. Refer "HRIS Setup" article for more details.

2. Onboarding Data Format

In this tab the Application Administrator can select the fields which the company wants to be filled up compulsorily by either the employee or the HR Manager during the onboarding process. The fields need be defined separately for different employee types.

Table 1 - Onboarding Data

In this table the fields which are to be filled by the HR Manager and Employee in the initial part of onboarding are specified. You can add more fields including custom fields and make them mandatory and map them to the employee or HR Manager.

The order of fields for HR Manager can be maintained by using the arrow keys in the first column, the employee addition form and the onboarding excel template will have the fields in exactly the same order as shown on this table.

There are two types of records which are required to be updated by an employee during onboarding

- single field records : like Mobile number, PAN, Date of Birth

- multi field records : like Family member details, Education qualifications, Work experience where to fill up one records multiple fields are needed and in some cases a supporting document is also needed

Which fields are mandatory, mandatory if available or optional is defined in HRIS setup.

Table 2 - Onboarding Activities

In this table, the activities need to be defined separately for different employee types. Only active activities will be visible in the drop down.

 

Table 3 - Post Onboarding Fields

In this table you will see fields which are needed for an employee record updation to joined status but these can be filled up by HR Manager after employee has joined the company and his background / document verification has been completed.

These fields are -

- Date of Joining

- Employee Code : if code updation is manual

- Employee type / Employment status

- Shift / Attendance method : if Attendance module is activated

Note - Besides the fields listed here any field which is made mandatory in HRIS will also need to be updated by HR Manager but these fields can be updated after the employee's record is activated. Refer to the article on Employee HRIS Details to see list of fields which can be mapped to an employee.

- HR Manager can update the fields identified for updation by Employee, refer to the article on Onboarding Process Overview for more details.

- Refer to the article on Bulk upload of users for more details on how HR Manager can create new employee records.

- Refer to the article on Editing employee data by managers for more details on how Manager can create new employee records.

3. Onboarding Activities

In this tab you can create / activate activities associated with employee onboarding which are to be done by different persons in the company.

There are four types of activities.

1. Asset allocation - this activity creates an asset allocation request automatically when an employee is added to the system. The request will be sent to IT or Office manager depending upon the category of asset selected in the activity. This can be only completed after the employee's status has been updated as joined.

This activity is available only if Admin and Asset module is activated.

2. Other activities - Custom activities can be created for example Background verification, Orientation training, Issue of access card. These activities are mapped to various role owners in the company.

If an activity is selected as compulsory then the employee's record will remain in "Joining is pending" status and cannot be updated as joined till this activity is completed. However if the employee has completed his part of onboarding and HR Manager has updated the necessary fields, the employee can login but he cannot use EazeHR without being updated as joined.

3. Email id creation - this is a system defined activity and if it is activated then on creation of a new joiner's record the alert will go to this activity owner who will need to update employee's email in the system. As soon as the email id is updated the system will automatically send the onboarding email to the new joiner.

4. Background verification - this is a system defined activity and if activated then it would be assigned to role to which this activity is mapped. It can be made compulsory which means that without clearing background verification the employee cannot be updated as joined.

Note -

Any new onboarding activity will have to added to the onboarding flow in the Onboarding Data Format tab

If we deactivate an onboarding activity old activities will remain visible for those employees for which it was pending

If we change the asset category in the onboarding activity existing category will not change

If we change an onboarding activity from compulsory to optional existing activities will not change

4. Employee Addition

This tab is visible only if the "New Employee Addition" process is enabled in the previous tab. In this tab you can specify the fields which are to be filled up while creating a new employee for approval. You can add National ID as a field in the first table.

In the second table you can map fields for which you want supporting documents to be uploaded. The "Remarks" field will come by default on the form.

Any changes in the field selection done on this tab will be immediately reflected on existing in-process requests.

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