How do I onboard a new employee via the HR platform?

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

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.

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:
    • 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/Departments.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details screen, highlighting the continue button
  8. In the Statutory Details page, enter the following:
    • Residency Status.
    • NRIC Number.
    • Is this employee covered by the Employment Act?
    • Nationality.
    • Ethnicity.
    • Religion.
    • Employee Group.
    • This employee is exempt from the Skills Development Levy.
    • This employee is exempt from Central Provident Fund.
  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.
    • Leave Details.
  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:
    • 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/Departments.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details screen, highlighting the continue button
  8. In the Statutory Details page, enter the following:
    • Residency Status.
    • NRIC Number.
    • Is this employee covered by the Employment Act?
    • Nationality.
    • Ethnicity.
    • Religion.
    • Employee Group.
    • This employee is exempt from the Skills Development Levy.
    • This employee is exempt from Central Provident Fund.
  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.
    • Leave Details.
  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

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