Skip to main content

Team Member Onboarding

Team member onboarding provides a structured workflow for integrating new hires into your organisation. This ensures a consistent and efficient process, reducing administrative tasks and accelerating new team member productivity.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

provides a structured workflow for integrating new hires into your organisation. This ensures a consistent and efficient process, reducing administrative tasks and accelerating new team member productivity.

Accessing this feature

REQUIRES_DEVELOPER_INPUT

How to use it

The Team Member Onboarding Process allows you to create, customise, assign, and track comprehensive onboarding workflows. Follow these steps to effectively manage the integration of new team members:

Create a New Onboarding Workflow Template:

  1. REQUIRES_DEVELOPER_INPUT

  2. Provide a descriptive name for the workflow (e.g., "Standard Employee Onboarding - Marketing", "Contractor Onboarding - Project Management").

  3. Define the workflow stages (e.g., Pre-Boarding, Day 1, Week 1, Month 1).

  4. Within each stage, add individual tasks.

  5. For each task:

  • Enter a clear task description (e.g., "Set up IT access and equipment", "Conduct HR induction session", "Schedule team introductions").

  • Assign an owner (e.g., HR, IT, Manager, Mentor).

  • Set a due date, either as a fixed date or relative to the team member's start date (e.g., "Start Date + 3 Days").

  • Specify any dependencies if a task must be completed before another can begin.

  • Attach relevant resources or documents (e.g., company policy, welcome pack, software guides).

  1. Click Save the workflow template.

Assign an Onboarding Workflow to a New Team Member:

  1. REQUIRES_DEVELOPER_INPUT

  2. Select the new team member or add a new team member's profile.

  3. Under their profile, locate the "Onboarding Workflow" section.

  4. Click Assign Workflow and select the appropriate template created in step 1.

  5. Confirm the team member's start date; the system will automatically synchronise task due dates based on this.

  6. Review and confirm the assignment.

  7. The system will then generate a personalise onboarding plan for the individual.

Monitor Onboarding Progress:

  1. REQUIRES_DEVELOPER_INPUT

  2. The dashboard provides an overview of task completion rates, overdue tasks, and upcoming deadlines.

  3. Click on an individual team member's onboarding plan to view detailed progress, task statuses, and responsible parties.

  4. Filter by manager, department, or status to gain specific insights.

Manage and Update Tasks:

  1. Owners of assigned tasks will receive notifications regarding their responsibilities and due dates.

  2. Task owners can mark tasks as "In Progress" or "Complete" directly within the system.

  3. Managers or administrators can edit task details, reassign tasks, or adjust due dates as required throughout the onboarding period.

  4. Add ad-hoc tasks to an active workflow if specific needs arise for an individual team member.

Utilise Reporting and Analytics:

  1. REQUIRES_DEVELOPER_INPUT

  2. Review data on average task completion times, common bottlenecks, and overall workflow adherence.

  3. Use this information to identify areas for process improvement and optimisation.

Tips

  • Customisable Workflow Templates: Design and save multiple onboarding workflows tailored to different roles, departments, or employment types.

  • Automated Task Assignment & Tracking: Automatically assign tasks to relevant individuals (HR, IT, Managers, Mentors) and track their completion status in real-time.

  • Dynamic Due Date Management: Set task due dates relative to the team member's start date, ensuring timely completion irrespective of the specific start day.

  • Resource Attachment: Embed or link essential documents, policies, training materials, and external resources directly within specific tasks.

  • Progress Dashboard: A centralised dashboard provides a clear overview of all active onboarding processes, task statuses, and upcoming deadlines.

  • Automated Notifications: System-generated alerts notify task owners of new assignments, approaching deadlines, and overdue tasks.

  • Role-Based Access Control: Ensure that only authorised personnel can create, edit, assign, or complete onboarding tasks, maintaining data security and process integrity.

  • Activity Logging: Maintain a comprehensive audit trail of all actions and updates within each onboarding workflow for compliance and review.

  • Standardise Core Workflows: Develop a minimum of two to three standard onboarding templates (e.g., full-time employee, part-time, contractor) to ensure consistency and efficiency.

  • Involve All Stakeholders: Ensure HR, IT, departmental managers, and designated mentors are actively involved in both the design and execution of onboarding tasks. Clear role definition prevents duplication and ensures comprehensive coverage.

  • Prioritise Pre-Boarding: Use the system to manage pre-start date tasks such as paperwork, IT setup, and welcome communications. This ensures a productive Day 1.

  • Regularly Review and Update: Onboarding processes evolve. Schedule quarterly or bi-annual reviews of your workflow templates to ensure they remain current, compliant, and effective.

  • Gather Feedback: Implement a mechanism to collect feedback from new team members and their managers post-onboarding. Use this qualitative data to continuously refine and improve your processes.

  • Leverage Automation: Maximise the use of automated task assignments, due dates, and notifications to reduce manual oversight and ensure accountability.

  • Integrate Resources: Attach all necessary documents, links, and training materials directly to relevant tasks within the workflow. This centralises information and reduces searching.

  • Promote a Positive Experience: Beyond administrative tasks, include tasks focused on cultural integration, team introductions, and mentor check-ins to foster a welcoming environment.

Need help?

For further assistance, contact us at [email protected]

Did this answer your question?