Customising Onboarding

When we talk about an onboarding process, we’re talking about more than paperwork.

An onboarding process includes getting an employee up in different systems, organising their equipment, introducing them to their new team members, establishing goals and more.

Usually, hiring new staff comes with a mountain of onboarding paperwork. However, that doesn’t mean your new starter’s first day should be all about filling in forms, dotting the i’s and crossing the t’s.

In order to ace first impressions, you need to start your onboarding process well before day one.

Beyond the onboarding pack, it’s important to think about how you’re going to immerse your new starters into your company culture and cultivate the knowledge and behaviours that will lead to their long-term success.

We’ll deep dive into the process, but as a general overview, your employees will be taken through three major phases.

Step one: Employees will receive an e-mail notification with link to set up a password and log-in.

Step Two: Employees will be prompted to read and sign their contract.

Step Three: Employees will then be able to fill in their personal information including personal details, banking and tax information and super.

Once they completed their information, they will then have access to Employment Hero in order to sign policies, upload certifications and complete any items you have set up for them at this stage.

This is a new feature for Employment Hero and is still in a Beta phase. To turn this feature on, head to the BETA beaker at the top of the page and opt-in for E-mail Templates.

Once you have opted in, select:

• Settings
• in General Settings, select Email Templates

To edit any of these e-mails, start by selecting:

• Actions
• Clone
• Edit
• Make the changes you need to make this personal to your organisation.
• Save
• Actions
• Activate

Keep in mind old versions of your e-mail template will stay here and cannot be deleted.

You have two options when customising your employee files.

You can view these by selecting:

• Settings
• Customisation
• Employee File

You are able to turn on Certifications and Medical Disclosure Statements. You will also be able to specify if you would like to use these in the employee file and also in the onboarding process.

Selecting ‘Use in Onboarding Process’ will mean your employees will be prompted to complete this before being considered ‘Active’ in Employment Hero.

Selecting ‘Use in Employee File’ will mean your employees will be able to complete this after they have completed their onboarding.

Please note, the option you choose will be relevant to brand new employees but also for your existing employees who have not yet logged in.

Platinum customers can also make use of our Custom Fields feature.

Custom fields allow you to collect and store employee data tailored to your business’ specific needs. Maybe you want to capture dietary requirements for catering events, their pronouns or their uniform size. You can do it all with custom fields.

To add custom fields, select:

• Settings
• Under Customisation, select Custom Fields
• Create New
• Choose a name
• Choose from free text, single selection or multiple choice answers
• Add descriptions

On the next page you will be able to outline permissions:

• Select if you would like a manager to view or view and edit
• Select if you would like the employee to view or view and edit
• Outline if this information is mandatory
• Outline if this information should be sent during the onboarding

Employment Hero has a separate space for you to add Induction Content. Employees will have access to this once they have completed their personal details.

Some examples that you could share here would be an introduction to your company, an employee handbook, or how-to guides that might help them be set up for success.

To add Induction Content, select:

• Choose who should receive this document
• Compliance
• Induction Content
• Add Content
• Name the content
• Outline if this is mandatory content
• Upload a file or a link to a public Youtube video

An onboarding checklist is a way for hiring managers to organise the steps involved in guiding new hires through their first days and months at a company. The checklist makes sure that each critical stage of the new hire onboarding process is complete and provides a starting point for your procedures related to hiring a new employee.

Create an onboarding checklist by selecting:

• Settings 
• Under General Settings, select Checklist Settings
• In Onboarding, select New Checklist
• Choose a name
• Choose the employees or teams this checklist applies to
• Select Add Task
• Create a description
• Outline who should receive this task
• Due date 
• Add subtasks if necessary
• Save

An onboarding checklist is based around the employee’s start date. Ensure this is correct for each of your employees to make the most of these automations.

Check out the video above to see a visual demonstration of the onboarding process from an Admin’s view. Additionally, the demonstration will show you a new employee’s first log-in experience.

If you’d like to help your employees prepare for their onboarding experience, you can send them this article which will outline what to expect.

The Reporting feature allows you to create a report that you can use to analyse which employees have or have not completed their Induction Content or Certifications.

To access, select:

• Reports
• Compliance Reports
• Select each component of the pie graph to analyse the information
• Create filters to show specific personnel or documents if applicable

If you need to share this with others, select download CSV.

Onboarding checklists can be sent to employees at any one of three points of their employment journey:

• During onboarding, when a new employee is first added to Employment Hero (excluding Quick-add, CSV Import and Payroll integration)
• Manually through the “Trigger onboarding checklist” action in the Employee list “Action” column
• Upon re-activation of a previously terminated employee

An employee’s onboarding experience will depend on the location they’re added to. For example, if your employee is onboarded to a location based in Australia, they will be asked for a Tax File Declaration and Superannuation.

If an employee is onboarded to a location based in New Zealand, they will be asked for a Tax File Declaration and Kiwi Saver information.

Ensure you have a location in Employment Hero that reflects every region your employees are based.

No, the link shared here must be Public in order for your employees to view the video.