In this article you can read how to create or edit templates for the Onboarding module. It could, for example be templates for Pre, On or Offboarding.
Create/edit onboarding template
To follow these instructions, go to "Settings" in the main menu and click on "Templates"
Go to the "Onboarding" tab
The setup of Onboarding is flexible and can therefore be adapted to the needs and desires of all companies, as an onboarding template consists of one area, one or more pipelines and one or more processes.
Create/edit area
1. Click "New onboarding area" to create a new area / tab under Onboarding or ...
... select and edit to correct the title of an existing site
2. Provide a title and possibly a brief description
2.1. Click "Save" to create the area
Create/edit pipeline
1. Click on an area to go to the pipeline
2. Click "New onboarding pipeline" to create a new pipeline or ...
... mark and edit an existing pipeline to edit it
3. Fill in details about the pipeline
Languages: Choose whether the pipeline should be available in multiple languages
Title: Enter the title under the different languages
Employment Process: Fill in "Employment Process" and click "Add Step" to add the various steps that this pipeline should contain. It is a good idea to add some general categories/steps that employees have to go through for example a preboarding process.
Later (in point 3 of this guide), tasks are added during the various steps.
TIP: it is possible to change the order of these steps by dragging the boxes..
3.1. Click "Save" to save the pipeline
Create/edit process
1. Click on a pipeline to go to process
2. Click "New onboarding process" to create a new process or ...
... mark and edit an existing process to fix it
3. Choose language and enter title, as well as an access if not everyone should be able to choose this process. Then click "Save"
4. Click "Add action" from the step you want to add an action
4.1. Now you can add another process to your final action:
4.2. Once you have chosen an onboarding area, which is mandatory, you can choose a pipeline and the team members you wish to be involved in the new process:
4.3. The "Team" field
"Same team" includes both those team members that have been selected for the previous processes, as well as the team selected for the new process
If the field is left blank, the team members connected to the new process will be involved
If an extra user is selected in the field "Add team member", that user will be involved in the new process along with the team selected for the tasks in the new process
5. Choose between Task, Message, Form, Learning, Notification, Integration and Feedback:
Task
- Can be assigned to one user.
- The user receives an email with a link to the task and must mark the task as completed in Emply.
- Can be used if a subsequent action is dependent on the task being completed.
- A task description cannot contain merge fields.
Message
- An email that is sent out.
- Can be sent internally (user) and externally (non-user).
- Attachments (e.g. employee handbook), hyperlinks and images can be inserted.
- Emply merge fields can be used to distribute data from Emply to the right person. (E.g. info for payroll or IT in connection with a new hire).
Read more in the article Create message template.
Form
- Email containing a link to a form.
- Can be sent for completion internally (user) and externally (non-user).
- A form is used to collect data for Emply.
- The email must contain the merge field [form.link] to generate a unique link to the form.
- A form can be used to advantage if a subsequent action is dependent on the form being filled out.
Read more in the article Create form.
Notification
- Short message received in the system
- Define the recipient
Feedback
- To be completed by the recipient (user, employee)
- Choose specific feedback form
- Define recipient and sender
Read more in the article Feedback Introduction.
5.1. Then click "Add Action" on each action if one task is to be triggered when another is completed
6. Click on the cross in the upper right to close the process
Your area, pipeline and process are now set up and ready to use!
You can read more in the articles below how to start a process during Onboarding: