When an employee joins or leaves your company there is often a checklist of things you need to do to ensure they are fully and properly processed in accordance with company and legal requirements - to do this you can use on-boarding and off-boarding workflows.
This guide covers how to use the Legacy on-boarding and off-boarding process which is available to Starter/Professional edition accounts. If you are using our Enterprise edition you are able to create your own custom automated processes for on-boarding and off-boarding. For more information on this please consult our workflow guidance found here.
Setting up on-boarding/off-boarding at a company level
For the purposes of this guide we are going to look at off-boarding in more detail but on-boarding works exactly the same way except, in the reverse scenario.
To use on-boarding and off-boarding you first need to set up the workflow you wish to you for each - these can be found in the following menus:
Administration -> HR -> Workflows -> Onboarding (Legacy)
Administration -> HR -> Workflows -> Offboarding (Legacy)
If these menu items are not available to you, please check the "Hide Legacy workflows" setting under
Administration -> HR -> Settings -> Display Settings.
For the purposes of this guide we are not going to cover how to actually add steps to the workflow - the only thing of note is the order field. This determines the order in which the items are listed in the employee file, implying the order in which things should be done.
Below are sample workflows for on-boarding and off-boarding:
Looking at the screenshot above for off-boarding we can see there are 7 steps and these are ordered 1,2,3,4,5,6,7. If you wish to edit the name or description for these you can do so by selecting the edit (pencil) icon in the actions column.
If you want to edit the order then you can do so in one of two ways. You can either edit the item by clicking on the edit (pencil) icon as described above and enter a new number in the order box or you can drag-and-drop the items to change the order.
If you choose to re-number the steps manually and enter the workflow steps as e.g. 1,2,3,4, and you then need to move item 2 between items 3 and 4, then this is very difficult as there is no number between them. For this reason it may be worth considering setting your numbering as 10,20,30,40 etc in the first instance. If you then needed to insert an item between steps 30 and 40 you can then number it e.g. 35.
For example, looking at our workflows above, if you wanted to move item 2 to the end of the workflow, you can edit the item and enter any number greater than 4 for the the order, and when you reload the table it will then be moved to the end of the list, as shown here:
An alternate and easier way to re order items is to use drag and drop - you simply need to click the item you wish to move at which time the cursor will change from an arrow to a cross and drag it to its new location at which time the system will renumber all the entries to accommodate the new item.
When the items in the list are dropped into their new locations, the table will automatically update to show the new order. The system will also let you know all of the changes that have been made under the 'Event Result' above the table.
Using On-boarding/Off-boarding within the employee file:
The process for using these functions in the employee file is more or less identical regardless of whether you are using an on-boarding or off-boarding workflow. With this in mind, we will now go through the process of setting up off-boarding against an employee file. The only difference between the two is how they are accessed; on-boarding is accessed via the Employee module whereas, off-boarding is applied via Leavers / Archived Employees and is only able to be used when an employee has been moved to a Leaver.
When you first access on-boarding/off-boarding you will see none of the workflow items - to add these you need to select 'Start' which indicates the start of the process:
When you do so, each of items added at a company level will then be applied to the employee file for action along with some additional information regarding completion of the tasks.
At this time you can choose to delete items from the workflow if they are not relevant, or you can edit items to add more information or re-order list items. You can also add additional items if there are steps needed for this individual not covered in the standard workflow.
To complete each step you need to click on the edit icon beside the step in question. Here, you can enter some notes as well as the completed date and the person who completed the task.
Once you submit the edit, the main page will then be updated with the information entered and this task will be considered complete.
As with setting up on-boarding and off-boarding at a company level, you can re-order items either by editing the item and changing the value in Order, or by using drag-and-drop.
Reporting on on-boarding and off-boarding
Within reporting there are four pre-built reports for "Legacy" on-boarding and off-boarding:
Employee no on-boarding report
This report simply shows those employees who have not had an on-boarding or off-boarding workflow assigned to their file
Employee on-boarding progress report
This report shows those employees who have had an on-boarding or off-boarding workflow assigned to their file and then shows the overall progress as a percentage. For example, if there are 4 items in the workflow and two are completed (i.e. a completed date is entered) then the process is considered 50% complete.
These reports can be found under Reporting Report Library under the Employee Reports heading.