How do I onboard a new employee via the HR platform

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, specifying details such as their pay details, allocated allowances, and personnel details.

Onboard 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. Chose from one of the following options:
    • No, I do not want to trigger onboarding checklists for this employee.
    • Yes, I want to trigger onboarding checklists for this employee.
  7. Click the Continue button.
    Onboard_3.jpg
  8. Enter the following information on the Pay Details page:
    • Leave allowance template (optional).
    • Pay rate.
    • Work hours.
    • Pay employees their normal working hours by default.
    • Ordinary work day.
    • Pay category (optional).
    • Pay schedule (optional).
    • Cost centre (optional).
    • Additional cost centres (optional).
    • Esct rate %.
    • Override Esct rate.
    • Benefits.
    • Synchronise with payroll.
    • Automatically enrol in KiwiSaver.

    Helpful Hint

    Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

    Important

    When onboarding a new employee, you will need to choose if the they need to be automatically enrolled in KiwiSaver from the following options:

    • Automatically enrol (automatically enrol)
    • Do not automatically enrol (not enrolled).
    • Ineligible (ineligible).

    Unless ineligible, you will need to select the employer's contribution should the employee wish to change their mind in the future.

  9. Click the Finish button.
    Kiwisaver_1__1_.jpg
Onboard 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. Chose from one of the following options:
    • No, I do not want to trigger onboarding checklists for this employee.
    • Yes, I want to trigger onboarding checklists for this employee.
  7. Click the Continue button.
    Onboard_3.jpg
  8. Enter the following information on the Pay Details page:
    • Leave allowance template (optional).
    • Pay rate.
    • Work hours.
    • Pay employees their normal working hours by default.
    • Ordinary work day.
    • Pay category (optional).
    • Pay schedule (optional).
    • Cost centre (optional).
    • Additional cost centres (optional).
    • Esct rate %.
    • Override Esct rate.
    • Benefits.
    • Synchronise with payroll.
    • Automatically enrol in KiwiSaver.

    Helpful Hint

    Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

    Important

    When onboarding a new employee, you will need to choose if the they need to be automatically enrolled in KiwiSaver from the following options:

    • Automatically enrol (automatically enrol)
    • Do not automatically enrol (not enrolled).
    • Ineligible (ineligible).

    Unless ineligible, you will need to select the employer's contribution should the employee wish to change their mind in the future.

  9. Click the Issue Contract button. Kiwisaver_2__1_.jpg
  10. Choose the desired document by clicking Actions, then 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.

    Kiwisaver_4__1_.jpg
  11. After making the required changes on the editing screen, click the Continue button.
  12. Click the I have read and understood the disclaimer and accept the terms of use tick box.
  13. 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

Your dashboard widget also allows you to see what stage your employees are at in their onboarding journey and provide reminders to employees if they have yet to complete their onboarding workflow.

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_7.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   Dashboard menu.
  2. Click the Three Dots button.
  3. Click the Resume Onboarding button.
    Onboard_8.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_9.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_10.jpg
View employee file
  1. Click the   Home menu.
  2. Click the Three Dots button.
  3. Click the View Employee File button.
    Onboard_11.jpg
Remove 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_12.jpg
  4. Type the employee's name and click the Yes, Delete file button.
    Onboard_13.jpg

Further information

What are all the onboarding steps?

Once you have onboarded an employee, the platform will display their progress within the Employee Onboarding widget. The progress bar has nine 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. Employers signature.

    Important

    This is the signatory nominated to sign the contract.

  5. Employee contract signature.
  6. Personal details.
  7. Tax declaration.
  8. KiwiSaver details
  9. 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_6.jpg

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