HR users can manage the onboarding process for future starters through the Onboarding zone. Create user accounts, assign onboarding checklists, and help new employees complete key tasks before their start date.
The system provides full functionality on desktop devices, while the mobile version offers limited access unless customised.
Onboarding functionality
The onboarding zone allows HR users to:
View information for onboardees (future starters).
Create a user account for the onboardee and give them access to the onboarding menu set.
Assign a checklist of onboarding tasks to the onboardee.
📌 Note: Employees only appear in the onboarding list if their Continuous Service Date is in the future. This date should match their first appointment start date and career effective date.
Avoid assigning other menus to onboardees as it can cause confusion or limit functionality. Once the employee has started (or just before), assign them the appropriate menu and remove the onboarding one.
Checklist tasks are only available while the individual is an onboardee. Once they become an employee, those tasks are no longer accessible and cannot be reassigned.
Onboarding zone fields
The HR team can view and update details added by the onboardee. These include:
Personal details: Name, mobile number, address, account status.
Previous employment: Work history.
Pre-planned absence: Future leave.
Qualifications: As entered by the onboardee.
Memberships: Current memberships.
Skills: Self-declared skills.
Document uploads: Files uploaded by the onboardee.
Onboardee bios: Self-written introduction.
Initiate onboarding to create the user account
Once the employee has been created via the Create Employee workflow:
Navigate to the Onboarding zone and click Future Starters.
Tick the checkbox next to the onboardee's name.
Click Initiate Onboarding.
Click Save & Continue to complete the setup.
The user account is now active, and the onboardee can log in using their onboarding menu set.
Assign a checklist to the onboardee
Checklists contain tasks for the onboardee to complete before starting. You can assign either a standard or custom checklist.
To assign the checklist, follow these steps.
Under Onboardning, click Future Starters.
Tick the box next to the relevant new starter(s).
Click Create Onboarding Checklist.
Select the checklist by ticking the box next to its name.
Click Continue.
The checklist will now be assigned, and tasks will be visible in the onboardee’s task list within their onboarding menu.
When completed, these tasks populate their record with the onboardee's submitted data.