How do I onboard a new employee via the HR platform

Enhance your new employees' onboarding experience with Employment Hero's 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. 

Helpful Hint

To read further details on the employee onboarding workflow and how your employees progress through it, refer to the following guide.

Availability

HR Plan:   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Onboard an employee without a contract

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.

  1. Click the   Home menu.
  2. In the Employee Onboarding section, click the Add button.
    screenshot of dashboard, highlighting the add button in the employee onboarding section
  3. In the Basic Information page, enter the following:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    screenshot of the basic information page, highlighting the continue button
  5. In the Employment Details page, enter the following:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment 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.

    • Company director.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Teams.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details page, highlighting the continue button
  8. In the Pay Details page, enter the following:
    • Pay rate.
    • Employee is paid irregularly.
    • Work hours.
    • Pay employees their normal working hours by default.
    • Ordinary work day.
    • Pay category.
    • Pay schedule.
    • Cost Centre.
    • Additional Cost Centres.
    • Apprentice.
    • NMW / NLW Eligibility.
    • 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.

    • Under Pension Settings, choose the Assessment method.
  9. Click the Finish button.
    screenshot of the pay details screen, highlighting the finish button
Onboard an employee with a contract
  1. Click the   Home menu.
  2. In the Employee Onboarding section, click the Add button.
    screenshot of dashboard, highlighting the add button in the employee onboarding section
  3. In the Basic Information page, enter the following:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    screenshot of the basic information page, highlighting the continue button
  5. In the Employment Details page, enter the following:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment 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.

    • Company director.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Teams.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details page, highlighting the continue button
  8. In the Pay Details page, enter the following:
    • Pay rate.
    • Employee is paid irregularly.
    • Work hours.
    • Pay employees their normal working hours by default.
    • Ordinary work day.
    • Pay category.
    • Pay schedule.
    • Cost Centre.
    • Additional Cost Centres.
    • Apprentice.
    • NMW / NLW Eligibility.
    • 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.

    • Under Pension Settings, choose the Assessment method.
  9. Click the Issue Contract button.
    screenshot of the pay details screen, highlighting the issue contract button
  10. Click the Actions button for the contract you need.
  11. Click the Select button.
    screenshot of the select contract screen, highlighting the actions and select buttons

    Helpful Hint

    You can only select one contract to send to an employee within the Employee Onboarding feature. However, you can issue further contracts by using the HR Documents feature. To read more about it, refer to this article.

  12. In the Draft Contract page, make the required changes to the contract.
  13. Click the Continue button.
  14. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
  15. 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.
    screenshot of the finalise document section, highlighting the acknowledgement of disclaimer and the terms of use
  16. Click the Upload document button to upload any supporting documentation.
  17. You now have three actions you can take:
    • Email the document to the employee:
      1. Click the Email circle button.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email document button.
    • Print a copy of the document:
      1. Click the Hard copy circle button.
      2. Click the Print document button.
    • Save the document as a draft:
      1. Click the Save As Draft button.

Daily activity

Remind signatory

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.

  1. Click the   Home menu.
  2. Click the   button for the employee you need to remind.
  3. Click the Remind Signatory button.
    screenshot of the employee onboarding section, highlighting the three dots and remind signatory buttons for the employee you need to remind
Re-send invite

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.

  1. Click the   Home menu.
  2. Click the   button for the employee you need to re-invite.
  3. Click the Re-send Invite button.
    screenshot of the employee onboarding section, highlighting the three dots and resend invite buttons for the employee you need to re-invite
Resume onboarding

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.

  1. Click the   Home menu.
  2. Click the   button who needs to resume onboarding.
  3. Click the Resume Onboarding button.
    screenshot of the employee onboarding section, highlighting the three dots and resume onboarding buttons for the employee who needs to resume onboarding
View employee file
  1. Click the   Home menu.
  2. Click the   button for the employee whose file you want to view.
  3. Click the View Employee File button.
    screenshot of the employee onboarding section, highlighting the three dots and view employee file buttons for the employee whose file you want to view

Removing data

Remove an employee
  1. Click the   Home menu.
  2. Click the   button for the employee whose file you want to delete.
  3. 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.

    screenshot of the employee onboarding section, highlighting the three dots and delete employee buttons for the employee you want to delete
  4. Type the employee's name.
  5. Click the Yes, delete file button.
    screenshot of the delete employee confirmation pop up, highlighting the name field and yes delete file

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