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How do I onboard a new employee? | HR Platform

James Nixon
Updated
EH Content Team

Overview

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:   Premium   Platinum
Payroll Plan:   Standard   Premium
  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

You can use the Employee Onboarding widget on your dashboard to onboard a new employee, specify details such as their pay details, allocated allowances, and personnel details.

Onboarding an employee: No 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 further details on the HR Documents feature, refer to the following article.

  1. Click the   Home menu.
  2. Click the Add button.
    Onboard_1.jpg
  3. Enter the following information on the Basic Information page:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    Onboard_2.jpg
  5. Enter the following information on the Employment Details page:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment type.
    • Start date.
    • Job title.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Location.
    • Teams.
  6. Click the Continue button.
    Onboard__SG__3.jpg
  7. Enter the following information on the Pay Details page:
    • Pay rate.
    • Work Hours
    • Ordinary work day.
    • Benefits.
    • Leave details.
  8. Click the Finish button.
    Onboard__MY__2.jpg
Onboarding an employee: With a contract
  1. Click the   Home menu.
  2. Click the Add button.
    Onboard_1.jpg
  3. Enter the following information on the Basic Information page:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    Onboard_2.jpg
  5. Enter the following information on the Employment Details page:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment type.
    • Start date.
    • Job title.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Location.
    • Teams.
  6. Click the Continue button.
    Onboard__SG__3.jpg
  7. Enter the following information on the Pay Details page:
    • Pay rate.
    • Work Hours
    • Ordinary work day.
    • Benefits.
    • Leave details
  8. Click the Issue Contract button.
    Onboard__MY__2.jpg
  9. Choose the desired document by clicking the Select button.

    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 further details on the HR Documents feature, refer to the following article.

    Onboard__MY__10.jpg
  10. After making the required changes on the editing screen, click the Continue button.
  11. Click the I have read and understood the disclaimer and accept the terms of use tick box.Y
  12. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.
    • Upload supporting documentation:
      1. Click the Upload button.
      2. Select the required document.
      3. Complete the Document Access fields.
      4. Click the Save button.

Maintain

View employee onboarding progress

Once you have onboarded an employee, the platform will display their progress within the Employee Onboarding widget. The progress bar has seven steps; they are:

  1. Basic information.
  2. Employment details.
  3. Pay details

    Important

    An administrator would complete these first three steps when they onboard an employee through the dashboard widget.

  4. Employer's signature.

    Important

    This is the signatory nominated to sign the contract.

  5. Employee contract signature.
  6. Personal details.
  7. Certifications.

    Important

    This option only appears if you have enabled certifications to show during the Employee Onboarding workflow. To read further details on how to enable this feature, refer to the following article.

    Onboard__MY__3.jpg
View all onboarding employees

Helpful Tip

The HR platform by default only shows two employees per page in the Employee Onboarding widget.

  1. Click the   Home menu.
  2. Click on the View All button.
    Onboard__MY__4.jpg
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 Three Dots button.
  3. Click the Resume Onboarding button.
    Onboard__MY__5.jpg
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 Three Dots button.
  3. Click the Remind Signatory button.
    Onboard__MY__6.jpg
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 Three Dots button.
  3. Click the Resend Invite button.
    Onboard__MY__7.jpg
View employee file
  1. Click the   Home menu.
  2. Click the Three Dots button.
  3. Click the View Employee File button.
    Onboard__MY__8.jpg
Removing an employee
  1. Click the   Home menu.
  2. Click the Three Dots button.
  3. Click the Delete Employee button.

    Helpful Tip

    Deleting an onboarded employee will bypass your employees' off-boarding process. Use the Delete Employee button primarily for cases where you have made a mistake with the onboarding application process.

    Onboard__MY__9.jpg
  4. Type the employee's name and click the Yes, Delete file button.
    Onboard__MY__11.jpg

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