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Set up onboarding checklists

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following HR classic plans: Premium, Platinum
Available for the following user access level: Admin

The Onboarding Checklist feature aids hiring managers in managing the steps required to integrate new staff into the company. Think of it as a virtual to-do list that helps everyone stay organised and ensure everything is taken care of—from ordering a new laptop to setting up work email addresses. Administrators can create, edit, clone, and delete tasks within these checklists to streamline the process, automate reminders, and reduce stress.

Before starting the onboarding process, make sure the employee's location, team, and primary manager are correct. This will ensure we trigger the appropriate tasks for the right individuals. Note that if the tasks feature is hidden from the side menu, the onboarding checklist feature cannot be used.

Note: Employment Hero has introduced a new settings interface with an improved look and feel. The navigation and layout may appear different from previous versions, but all functionality remains the same. If you're using the new settings interface, follow the same steps outlined in this article.

How to Prepare

  • Create a comprehensive checklist of all the tasks that need to be completed when someone joins your organisation.
  • For each task, specify which team or individual is responsible for its completion.

Getting started

Create an onboarding checklist
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the + Add Onboarding Checklist button.
  5. Complete the following fields:
    • Name.
    • Apply checklist to:
      • All employees (applies only to brand new team members).
      • All contractors or Select team.
  6. Click the Add Task button.
  7. Complete the following fields:
    • Name.
    • Description.

    • Do you want all administrators to receive this task?

      Important

      This option will only trigger a notification for admins within your organisation, not owners.

    • Do you want all managers to receive this task?
    • Do you want all employees to receive this task?
    • Send this task to an email address. (You can enter an email address in the text box) Please note: This only sends the task to email and does not create a task in the platform at all.
    • Other owners (type to list specific individuals within your organisation).
    • Shared task (Any one owner can complete this task on behalf of all others).
    • Due date (Choose a date that reflects when this particular task should be completed in relation to the employee's start date).
  8. Click the Subtask button and list any additional subtasks, if necessary.

  9. Click the Save button.

    Helpful Hint

    Repeat steps 6 to 9 for each task that needs assigning to the onboarding checklist.

Daily activities

Manually trigger an onboarding checklist: Employee file
  1. Click the People menu.
  2. Click the Employees submenu.
  3. Select the employee that needs an onboarding checklist triggered.
  4. Click the Trigger onboarding checklists button.
  5. Click the Confirm button.
Manually trigger an onboarding checklist: Employee management page
  1. Click the People menu.
  2. Click the Employees submenu.
  3. Click the Actions button.
  4. Click the Trigger Onboarding Checklist button.
  5. Click the Confirm button.

Data management

Clone an onboarding checklist
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Clone button.
  6. Make the required changes and click the Save button.
Clone an onboarding task
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Edit button.
  6. Click the ellipsis button.
  7. Click the Clone button.
  8. Make any required changes and then click the Save button.
Edit an onboarding checklist
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Edit button.
  6. You can edit the following details on this screen:
    • Name of checklist.
    • Who the checklist applies to.
    • You can add a task to the existing checklist, if required.
  7. Click the Save button.
Edit an onboarding task
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Edit button.
  6. Click the ellipsis button.
  7. Click the Edit button.
  8. Make the required changes and click the Save button.

Removing data

Delete an onboarding task
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Edit button.
  6. Click the ellipsis button.
  7. Click the Delete button.
  8. Click the Delete button.
Delete an onboarding checklist
  1. Click the Settings menu.
  2. In the Recruitment & Onboarding section, click Onboarding & Offboarding Checklists.
  3. Click the Onboarding tab.
  4. Click the ellipsis button.
  5. Click the Delete button.
  6. Click the Delete button.

Further Information & Trigger Logic

Once you've set them up, your onboarding checklists will automatically kick in when someone new joins your team, based on the timeline you've entered.

Just remember, the checklists will only be triggered based on the dates you've specified. So, if you set a task to trigger 60 days before someone's start date but you only add them two days before their start date, that task won't be triggered. Be mindful of these triggers to ensure a smooth and effective onboarding experience.

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