Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Manager , Admin
Enhance your new employees' onboarding experience with Employment Heros paperless onboarding process. The Employee Onboarding widget on your dashboard allows you to specify pay and allowance details, track your employees' progress through the onboarding process, and send reminders if necessary. Your employee is then taken through just a few simple steps before onboarding is complete.
When adding a new employee to your organisation, you have the option to fully onboard an employee, or you can learn how to fully 'Quick add' an employee in this article.
If you want to set up an automated onboarding Workflow, you can learn how to do that in this article.
Helpful Hint
To read further details on the employee onboarding experience and how your employees progress through it, refer to the following guide.
Important
If an employee selects the Company Nominated Super Fund option when onboarding, your organisation's payroll admin must manually create the employees super account.
Interactive learning
Getting started
Helpful Hint
If you choose to onboard a new employee without a contract, you can issue the contract later using the HR Documents feature. To read more about it, refer to this article.
- Click the Home menu.
- In the Employee Onboarding section, click the Add button.
- In the Basic Information page, enter the following:
- Personal email.
- First name.
- Last name.
- Click the Continue button.
- In the Employment Details page, enter the following:
- Will this employee fill an existing vacant position?
Important
Users on the Classic Platinum and Employment Unlimited plans can choose to fill a vacant position with the employee being onboarded. Doing this will remove the vacant position from the Vacant Positions page.
- Employing entity.
- Location.
- Employee code.
- Employment type.
- Contract type.
- Employee income type.
- Start date.
- Job title.
- Industry standard job title.
Helpful Hint
Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.
- Probation length.
- Primary manager.
- Secondary manager.
- Teams.
- Will this employee fill an existing vacant position?
- Select if you want to trigger onboarding checklists for the employee.
- Click the Continue button.
- In the Pay Details page, enter the following:
- Industrial Instrument.
- Classification.
- Leave allowance template.
- Date of birth.
- Anniversary date.
- Pay rate.
- Superannuation.
- Work hours.
- Pay employees their normal working hours by default.
- Ordinary work day.
- Pay category.
- Pay schedule.
- Cost Centre.
- Additional Cost Centres.
- Benefits.
- Synchronise With Payroll.
Important
You can sync this employee's data to your chosen payroll platform if the payroll platform is integrated with the HR platform.
- Click the Finish button.
- Click the Home menu.
- In the Employee Onboarding section, click the Add button.
- In the Basic Information page, enter the following:
- Personal email.
- First name.
- Last name.
- Click the Continue button.
- In the Employment Details page, enter the following:
- Will this employee fill an existing vacant position?
Important
Users on the Classic Platinum and Employment Unlimited plans can choose to fill a vacant position with the employee being onboarded. Doing this will remove the vacant position from the Vacant Positions page.
- Employing entity.
- Location.
- Employee code.
- Employment type.
- Contract type.
- Employee income type.
- Start date.
- Job title.
- Industry standard job title.
Helpful Hint
Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.
- Probation length.
- Primary manager.
- Secondary manager.
- Teams.
- Will this employee fill an existing vacant position?
- Select if you want to trigger onboarding checklists for the employee.
- Click the Continue button.
- In the Pay Details page, enter the following:
- Industrial Instrument.
- Classification.
- Leave allowance template.
- Date of birth.
- Anniversary date.
- Pay rate.
- Superannuation.
- Work hours.
- Pay employees their normal working hours by default.
- Ordinary work day.
- Pay category.
- Pay schedule.
- Cost Centre.
- Additional Cost Centres.
- Benefits.
- Synchronise With Payroll.
Important
You can sync this employee's data to your chosen payroll platform if the payroll platform is integrated with the HR platform.
- Click the Issue Contract button.
- Click the Actions button for the contract you need.
- Click the Select button.
Helpful Hint
You can only send one contract during onboarding but you will get the option to upload supporting documents, such as a job description, on the next screen. Additional contracts can be issued using the HR Documents feature. See this article for more information. - In the Draft Contract page, make the required changes to the contract.
- Click the Continue button.
- In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
- Put your signature on the Sign your signature field.
Helpful Hint
To sign, you can:- Use your mouse to draw your signature; or
- Click the button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
- Click the Upload document button if you want to upload additional documents, such as a job description.
- You now have three actions you can take:
- Email the document to the employee:
- Click the Email circle button.
- Review the email message you are sending to the employee.
- Click the Email Email document button.
- Print a copy of the document:
- Click the Hard copy circle button.
- Click the Print document button.
- Save the document as a draft:
- Click the Save As Draft button.
- Email the document to the employee:
Daily activity
Helpful Tip
The Remind Signatory feature is only available when you have issued a contract during the onboarding process but the employee is yet to sign the contract.
- Click the Home menu.
- Click the button for the employee you need to remind.
- Click the Remind Signatory button.
Helpful Tip
The Re-send Invite feature is only available when the employee has yet to create their Employment Hero account by completing the password creation section on the Employee Onboarding workflow.
- Click the Home menu.
- Click the button for the employee you need to re-invite.
- Click the Re-send Invite button.
Helpful Tip
The Resume Onboarding feature is only available when you have issued a contract during the onboarding process but have not sent the contract to the employee.
- Click the Home menu.
- Click the button who needs to resume onboarding.
- Click the Resume Onboarding button.
- Click the Home menu.
- Click the button for the employee whose file you want to view.
- Click the View Employee File button.
Removing data
- Click the Home menu.
- Click the button for the employee whose file you want to delete.
- Click the Delete Employee button.
Helpful Tip
Deleting an onboarded employee will bypass the off-boarding process. Use the Delete Employee button primarily for cases where you have made a mistake with the onboarding application process.
- Type the employee's name.
- Click the Yes, delete file button.
Explore related topics
- How Do I Set My Account Time Zone via the HR platform This FAQ answers a common question from our clients about how they set the time zone used on their HR platform account.
- How Do I Change My Organisation via the HR platform This FAQ answers a common question from our clients about how they can change the organisation selected on their HR platform.
Comments
Hi Claire Barzan, thank you for your comment.
Supporting documentation that makes use of the Authorised Signatory feature will be saved under HR Documents. Otherwise, it will go under Uploaded Documents.
By default, admins and the employee's direct manager can view their documents. To manage who else can view documents, you can use Custom Security Settings.
Thank you.
Hi Amardeep Kaur - thanks for the comment.
I've raised a ticket for you on your behalf, our support team will get in touch with you shortly to assist you with this. For reference, your ticket number is #1168619.
Hi there - unfortunately the person on the phone couldn't help answer this question and asked me to post it here.
We currently have HR Portal.
I know I can post jobs etc here all the way to Onboarding..
However, where can I ask a leader to approve a job before I post it? I need to make a decision whether I create a form or whether I can do it in the portal. I can't seem to locate this. Or whether it's in another module and we don't have access to it./
Hi Amardeep Kaur, regarding the invitation, it is possible that the person you sent the invite to has gotten themselves locked out. In this case, they will have to follow the steps in this article to reset their password.
Thanks for the Seek advice.
No, I can't see the invitation button.
HI Amardeep Kaur - thanks for your comments.
In regards to the invitation button, could we ask if you're seeing the same options as shown in this help centre article?
Regarding the Seek integration, the first tile should connect you to your Seek account to post job ads. You will need your Hirer and Advertiser IDs to complete the connection. Please see this article for steps to connect Seek to your Employment Hero account.
I'm querying these job boards.
The first one 'seek' - is this is the orginal Seek website or is it a different one ? It has Job Street and Jobs ds so I wasn't sure.
I can't find the re-sent invite button. We've sent a contract to somone. They are having trouble logging into the system and it's locked them out. How do I re-set them and re-send the contract to them.
Hey there, how do you ensure new employees have read and acknowledged your company mandatory policies when onboarding as a new employee?
For some reason in our onboarding process set up, it is not prompting them to acknowledge. It did previously. It's an essential component alongside the standard processes for employee set up (Tax, super etc).
Tried to intuitively follow your instructions either through custom settings and other means, to no solution.
Please direct me if you can. Thanks
In the instructions above it doesn't mention where the Supporting Documentation is saved in the employee file. Is that in HR documents or Uploaded documents? How are the settings managed of who the document is shared with?
Hi Joanne Elliott, thank you for your comment.
Currently, rostering is only available on the Payroll platform. If you have already imported your employees into the Payroll platform, you can assign them shifts through rostering.
I can't access the livechat help... any suggestions?
How do I set up a roster in HR Platform or does it have to be done in Payroll Platform.
Do I have to onboard employees before I can set up roster as the onboarding has been done through Payroll platform
Hi Eibhlin Fletcher,
Thanks for reaching out.
I've created a support ticket for you, as the support team are positioned to be able to assist with set up questions. Your ticket number is Request #1061768 and you will receive a confirmation that the team has received your request. Thanks!
This doesn't help me with setting up a CEO who doesn't report to anyone in the system
Hi Nicole Toohey apologies to hear you are having some issues with our HR platform. Have you marked the Is this Policy mandatory? checkbox for all employees that must acknowledge your policies? You can find this checkbox in the Managing my organisation's policies via the HR platform article. If you have checked this box, an employee will need to go to the My company policies | HR Web Platform feature after onboarding to acknowledge the policy. If after checking this tick box, you are still having issues, it would be best to reach out to our support team.
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