Setting up an onboarding template

What a template does

An onboarding template is a reusable list of tasks: right-to-work check, sign contract, complete cyber-awareness training, upload P45, set up workstation. When you apply a template to an employee, the system creates a personalised checklist for them with due dates calculated from their start date.

Setting up

1. Go to Settings > Onboarding and click New template.
2. Name — e.g. "Standard new hire" or "Engineering new hire".
3. Default — turn on if this is the one that should auto-apply to every new hire. Only one template can be the default.
4. Add the items in order:

Each item has

• Title — what shows on the checklist (e.g. "Sign your contract")
• Description — extra context the employee sees when they click in
• Task type — see the four types below
• Due day — number of days from the employee's start date. 0 is day one. 7 is end of week one. -7 is a week before they start (e.g. send their offer to sign).
• Blocking — if turned on, this task must be completed for the employee to be marked "fully onboarded"

5. Save.

The four task types

• Manual — a plain checkbox. Used for anything that doesn't need a specific integration.
• E-sign — automatically creates a signature envelope when the task is applied. The task ticks off when the signer signs.
• Training — links to a course in Learning & Development. Ticks off when the employee records completing the course.
• Document upload — prompts the employee to upload a file of a specific type. Ticks off when they do.

Applying

• Automatic — if you've marked a template as default, it applies whenever an offer is accepted, or whenever you tick "apply onboarding template" in the Add Employee form.
• Manual — open any employee's detail page > Onboarding tab > Apply template. Pick a template and the system creates the tasks.

Editing later

Editing a template doesn't change tasks that have already been created for existing employees. New items you add only apply to future hires.

If you want to push a change to existing employees, manually add the matching tasks on each employee's onboarding tab.