This explains how to fill in a form on an onboarding profile or employee. This could be a form with hiring data or a 3 months review form.
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From the main menu go to ".
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Click of the process or the tab, to find the required onboarding profile/employee.
Tip
You can click directly on the onboarding profile on the tab.
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Select the relevant profile and click the .
Tip
If you entered the profile click the icon
at the top right instead.
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Select the relevant form.
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Fill in the form with the relevant information for the profile, and click .
The form is saved and can be viewed and/or edited in the tab .
Move an existing onboarding profile to a new process, for example from Preboarding to Onboarding to start the tasks during the onboarding process.
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Go to in the main menu.
Note
The main menu may vary depending on user role and the products you have available.
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Click on the process you want to start or on the associated tab.
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Select the onboarding profile(s) you want to move to the Employee module.
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Click .
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Start by choosing either the desired Pipeline and the Process.
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Team, here you can see who will be assigned as team members and access this process. You can also add more team members by clicking Add User or wait and do so via the Onboarding profile at a later time.
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Start dates, if no date is set the tasks in this step will start immediately, as soon as the tasks in the previous step are completed. If, on the other hand, a date is set, the tasks in this step will only begin on that date -not before- even if the tasks in the previous step are completed.
Note
You can easily correct these dates as well as skip manually to the next step if you need to.
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Once the dates are set, you can choose whether the process should:
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Wait for the set start dates to begin the next step or not by enabling or disabling Await for start dates to begin stages.
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Start the tasks on the set date on the next step, even if the tasks on the previous step are not completed yet, by enabling or disabling Force initiating stages on start date.
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Click to finish the move and start the next process.
Your process has now started and can be followed if you go to Onboarding. Alternatively, you can also move a candidate to the Onboarding module directly from the profile:
Move an onboarding profile to the Employee module.
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From the main menu, click on .
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Click on the process you want to start or on the associated tab.
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Select the onboarding profile(s) you want to move to the Employee module, and select in the menu, as shown below:
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Click and choose what data du want to move to the employee profile, followed by .
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Fill in Employee Form and click .
Note
The Employee form may look different as it can be customized as needed.
The onboarding profile is now created as an employee. It can be moved to the Employee module directly from the profile.
Send a message to an onboarding profile/employee.
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From the main menu, go to .
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Click of the process or the related tab in order to find the required onboarding profile/employee.
Note
Alternatively, you can click directly on the onboarding profile from the tab.
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Select the onboarding profile/employee you wish to send a message.
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Click on the message button, as shown below:
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Trigger: Indicate if the message is to be trigged at once or after a specific step in the process.
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Delay: Indicate a dispatch delay, in case the message must not be sent until the set amount of trigger time.
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To: Indicate the receivers private or work e-mail address.
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CC/BCC: You can enter the employee's private or work e-mail cc on the message, if you want the message to be send to both e-mail addresses.
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From: Indicate sender e-mail address. It can be yourself with your own mail address or yourself with a no-reply mail address, and the company as sender with a no-reply mail address.
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Language: Choose the required language.
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Template: You can use a message template with Key Words, if you have one suited for this purpose.
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Layout: Choose which mail layout to be used, if you have more than one to choose from.
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Preview: Click here in case you would like to see a preview before sending the message.
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Click the paperclip
to attach filer and the staples
to insert key words.
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Click to send the message or to delay the sending.
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Choose the date and time for the dispatch or save the message as a draft.
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Click to save the draft or the time of dispatch.
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Under the button, you can see an overview of all messages sent.
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Click to send the draft message.
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Assign a task to another user, one or more onboarding profiles, or employees.
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From the main menu, select .
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Click on on the process or on the associated tab to find the desired onboarding profile/employee.
Note
You can also click directly on the onboarding profile from the tab.
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Click on the onboarding profile/employee the task relates to.
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Click the check
task icon.
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Trigger: Choose whether to trigger the task now or after one of the steps in the flow.
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Delay: Choose whether the task should be triggered with delay, e.g a few days before the assignment is delegated.
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Title: Enter a title for the task.
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Shared/Private: Decide whether this task should be viewable by other users or whether it is private by clicking the padlock.
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Due Date: Determine the due date for completing this task. Put a reminder by activating the clock icon.
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Description: Enter a description of the task.
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Responsible: Choose which user should have this task assigned. You can also choose yourself if it is a task for you or the employee if this one has a user.
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Click and notification will be sent to the responsible user if it is not yourself.
Note
You can also assign a task to another concerning multiple onboarding profiles/employees at the same time. Select the employee you would like to assign to and click .
Send a form to an employee, users in the system, or an external email address, like a form regarding employment or a three-month evaluation schedule.
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From the main menu, select .
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Click on the process line to find the relevant onboarding profile/employee.
Note
You can also click directly on the onboarding profile from the burger menu.
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Click on the onboarding profile/employee to whom you want to send the form.
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Click on the form icon and choose which form you want to send.
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5. Click on to send the form.
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Inform about triggers and, if necessary, a delay.
Trigger: Choose if the form must be triggered now or after one of the steps in the flow.
Delay: Choose if the form must be triggered with delay, an example could be that you want a couple of days to go by before the form is sent
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Choose and a message template.
It's also an option to write a message. Remember that the message must include this merge field (form.link) so the employee can access and fill in the formular.
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Click and the form will be sent to the employee for it to be filled out.
You can also send a form to users in the system or external mail addresses (individuals that are not created in the system). As an example of this could be a form that someone must fill in relation to a hiring process.
If you wish to send a form to users in the system or to external mail addresses, you can choose instead of .
Important
It is possible to send a form to more onboarding profiles or users simultaneously by selecting multiple profiles and then clicking .
Delete a single candidate or multiple candidates at the same time.
Note
If you have created the candidate as an employee, the candidate has to be deleted in the "Employee" module as well.
Delete a candidate
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From the main menu, select .
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Choose which area your candidate should be deleted from
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Click the desired employee to open their onboarding profile.
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Click on the burger menu and .
Delete multiple candidates: