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Onboarding a new user onto our platform

James Nixon
Updated
EH Content Team

Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Manager    , Admin    

The Employee Onboarding widget on your dashboard streamlines the process of integrating a new employee into your organisation. You can choose to fully onboard an employee by completing all required details in one continuous flow, or opt for the quick-add method. If you are interested in automating the onboarding process, refer to this article. For a more detailed understanding of the employee onboarding experience, refer to this guide. Additionally, if an employee chooses the Company Nominated Super Fund option during onboarding, your organisation's payroll admin will need to manually create the employee's super account.

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.
    addemployee.jpg
  3. In the Basic Information page, enter the following:
    • Personal email.
    • Full legal name.
    • First name.
    • Last name.
  4. Click the Continue button. Screenshot of basic information page with continue button highlighted
  5. 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.
    • 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.
  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 Statutory Details page, enter the following:
    • Residence Type.
    • Identity Card Number.
    • Malaysia Tax Resident.
    • Worker Status.
    • Income Tax Number.
    • Religion.
    • Ethnicity.
    • Dependent Children.
    • EPF Rate.
    • EPF Number.
    • SOCSO Type.
    • Exempt from Employee Insurance System (EIS).
    • PCB is borne by employer.
  9. Click the Continue button.
    screenshot of the statutory details screen, highlighting the continue button
  10. In the Pay Details page, enter the following:
    • Tiered Leave Template.
    • Pay rate.
    • Work hours.
    • 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.

  11. 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.
    addemployee.jpg
  3. In the Basic Information page, enter the following:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    Screenshot of basic information page with continue button highlighted
  5. 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.
    • 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.
  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 Statutory Details page, enter the following:
    • Residence Type.
    • Identity Card Number.
    • Malaysia Tax Resident.
    • Worker Status.
    • Income Tax Number.
    • Religion.
    • Ethnicity.
    • Dependent Children.
    • EPF Rate.
    • EPF Number.
    • SOCSO Type.
    • Exempt from Employee Insurance System (EIS).
    • PCB is borne by employer.
  9. Click the Continue button.
    screenshot of the statutory details screen, highlighting the continue button
  10. In the Pay Details page, enter the following:
    • Tiered Leave Template.
    • Pay rate.
    • Work hours.
    • 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.

  11. Click the Issue Contract button.
    screenshot of the pay details screen, highlighting the issue contract button
  12. Click the Actions button for the contract you need.
  13. Click the Select button.
    screenshot of the select contract screen, highlighting the actions and select buttons

    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.
  14. In the Draft Contract page, make the required changes to the contract.
  15. Click the Continue button.
  16. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
  17. 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.
  18. Click the Upload document button if you want to upload additional documents, such as a job description.Screenshot of the finalise document page highlighted are agree sign your signature and upload document
  19. You now have three actions you can take:
    1. 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.
    2. Print a copy of the document:
      • Click the Hard copy circle button.
      • Click the Print document button.
    3. Save the document as a draft:
      • 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.
    remindsignatory.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   button for the employee you need to re-invite.
  3. Click the Re-send Invite button.
    resendinvite.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   button who needs to resume onboarding.
  3. Click the Resume Onboarding button.
    resumeonboarding.jpg
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.
    viewemployeefile.jpg

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.

    deleteemployee01.jpg
  4. Type the employee's name.
  5. Click the Yes, delete file button.
    deleteemployee02.jpg

Questions

Can I issue further documents beyond what I have issued in the onboarding flow?

Yes. You can send documents to an employee if you require them to read or sign documents other than the one issued during the onboarding flow. The document templates page allows you to upload a document, including any that requires signatory compliance. You can use the Basic or Advanced editor to ‌add requirements, such as signatures from the sender or recipient.

Step 1: Add and edit the document to your document templates
  1. Select the Compliance menu.
  2. Select the Document Templates submenu.
  3. Select Add Template.
    adddocument01.jpg
  4. Enter the details of the template.
    adddocument02.jpg
    The following options are available:
    • Template name.
    • Signature logic - Whether you require the document to be signed to be marked as complete.
    • Template type - Allows you to specify the type of document.
    • Template editor - Basic allows you to upload a PDF document, where you can add items such as logos, areas for signatures, among other options. The advanced editor allows you to create the document with full control within a word document tool.
    • Countries - Allows you to specify the region in which the document can be assigned.
  5. Select Save.
  6. For the following example, we will be using the Basic editor. Within the editor, you can place different components, such as employee, manager, and organisation details. Simply drag the items you would like added to the document from the list of fields.
    adddocument03.jpg
    In this example, we require the sender and recipient of the document to sign this. We will drag Recipient Signature and Sender Signature into the document.
    adddocument04.jpg
  7. Select Save.
    adddocument05.jpg
Step 2: Assign the document to the employee
  1. Select the People menu.
  2. Select the Employees List sub-menu.
  3. Select the employee you would like to assign the document to.
  4. Select the HR Documents tab, then select Add new document.
    assigndocument01.jpg
  5. Locate the document you would like to assign, select the Actions drop-down menu, then click Select.
    assigndocument02.jpg
  6. Preview the document, then select Continue.
    assigndocument03.jpg
  7. Confirm that you have read the disclaimer, then select Email Document to notify the employee of the document.
    assigndocument05.jpg
  8. Select Save at the bottom of the page.
    assigndocument06.jpg

How do I ensure that new employees add their relevant certificates when they are onboarding?

You can require new employees to upload the required certifications. You will just need to check and make sure you have enabled this option via the Employee File customisation feature. 

Turn on certificates as part of the onboarding process
  1. Click the Settings menu.
  2. Click the Employee File submenu.
  3. Tick the Use in Onboarding Process check box next to the Certifications option.
  4. Click the Save button.
    Save certifications for onboarding.jpg

How do I ensure that new employees complete a medical disclosure when they are onboarding?

You can require new employees to complete a medical disclosure form. You will just need to check and make sure you have enabled this option via the Employee File customisation feature.

Turn on medical disclosure as part of the onboarding process
  1. Click the Settings menu.
  2. Click the Employee File submenu.
  3. Tick the Use in Onboarding Process check box next to the Medical Disclosure Statement option.
  4. Click the Save button.
    Employee file customisation

My employee can no longer access the contract when they click the link.

This may be due to the link to the contract expiring. When this happens, ensure the new starter/existing employee resets their password. You do this simply by asking the new starter/employee to do the following:

  1. Log in to their Employment Hero account using the email address provided.
  2. Click the Forgot password button.
  3. Log in with their reset password and then try the link again.

Having reset their password and logged back in, the new starter/existing employee should now be able to view their contract when they click the link to it.

Explore related topics

  • Set My Account Time Zone This FAQ answers a common question from our clients about how they set the time zone used on their HR platform account.
  • Change My Organisation This FAQ answers a common question from our clients about how they can change the organisation selected on their HR platform.

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