The employee onboarding process for an HR admin typically involves several steps to ensure that new employees are smoothly integrated into the company and provided with the necessary resources and information to start their roles effectively. It's a critical process that can help new employees acclimate to the company culture, understand their roles and responsibilities, and develop the skills necessary to succeed in their new positions.

The onboarding process typically starts before the employee's first day and can continue for several weeks or months, depending on the organization's complexity and the employee's role. Effective onboarding can result in higher employee engagement, lower turnover rates, and faster time to productivity. It can also provide a positive first impression of the company, which can help attract and retain top talent.

The Employee onboarding page in the greytHR Admin portal allows you to initiate the employee onboarding. The method includes all the steps, from collecting an employee's details to assigning a SPOC (single point of contact) to the employee.

You can configure the onboarding form for an employee, review the onboarding details to onboard the employee successfully, accept/reject the details, and create a list of document types that you want to collect from the employees. The process also helps you to ensure that the employee reads and acknowledges different policies and forms during the onboarding process.

You can perform the following actions for a seamless onboarding experience:

Configure employee onboarding form.
Initiate/Re-initiate employee onboarding.
Create and configure document types for the employees.

To configure the Employee Onboarding settings page, click the Settings icon > System Settings > Employee > Employee onboarding.

Configure employee onboarding form

To configure the employee onboarding form, perform the following actions:

On the Employee Onboarding Settings page, click the Employee Information Settings tab. The Employee Information Settings form appears.
From the Employee Information Settings form, under the Personal Information, Previous Employment, Accounts & Statutory, Family Details, and Nomination Details sections, under the Information column, select the checkboxes as Display/Mandatory as per your requirements.
From the Employee Information Settings form, under the Personal Information, Previous Employment, and Accounts & Statutory sections, under the Attachments column, select the checkboxes as Display/Mandatory as per your requirements.
Click Save to configure the employee onboarding form. A success message appears.

Initiate/Re-initiate employee onboarding

The feature enables you to initiate onboarding for the first time or re-initiate it for the employees again.

Initiate onboarding for the first time

To initiate onboarding for the first time for an employee, perform the following actions:

In the Search Actions textbox, enter Employee Onboarding. A page appears.
On the page, from the Status dropdown list, select Not Initiated. A list of employees appears for whom onboarding is not initiated to date.
Select the employees using the checkbox adjacent to the employee's name.
Click Employee Onboarding Policy to check the configurations before initiating the onboarding process. This is a recommended step.
Click Initiate Onboarding. The Initiate Onboarding pop-up appears.
Click Confirm to initiate onboarding. A success message appears.

Note:

You can use the Employee dropdown list to search for a specific employee.
Under the Status dropdown list, along with Not Initiated, you can find the following status:
- Active: The Active status displays a list of employees for whom the onboarding is initiated but not yet submitted by the employee.
- Closed: The Closed status displays a list of employees for whom the onboarding submission is verified or withdrawn by the admin.
If the email id for an employee is missing, the employee row will appear in red. After updating the email ID, you can release onboarding access to such an employee. To update the email id of an employee, navigate to Employee > Information > Employee Profile.

Re-initiate onboarding

To re-initiate the onboarding for the employees, perform the following actions:

In the Search Actions textbox, enter Employee Onboarding. A page appears.
On the page, from the Status dropdown list, select Closed. A list of employees appears.
Select the employees using the checkbox adjacent to the employee's name.
Click Employee Onboarding Policy to check the configurations before initiating the onboarding process. Though this is not a mandatory step, we recommend you to check the configurations before initiating the onboarding process.
Click Initiate Onboarding. The Initiate Onboarding pop-up appears.
Click Confirm to re-initiate the onboarding for the employees. A success message appears.

Note: After the onboarding process is successfully released for the employees, the employee status changes from Not Initiated/Closed to Active on the Employee Onboarding page.

Create and configure document types for the employees

To create and configure document types for the employees, perform the following actions:

On the Employee Onboarding Settings page, click the Employee Document Settings tab. The Employee Document Settings form appears.
Click the Create Document Type button. The Create Document Type form appears.
In the Document Title text box, enter the relevant name for the document type you required.
From the Category dropdown list, select the required document category.
Note: You can create a new category from the Employee Documents as well as List of Values page. On the List of Values page, from the dropdown list, select the Emp Doc Category option to create a new category.
In the Document Upload Instructions description box, enter the instructions for uploading the documents.
Select the Mandatory checkbox if you want employees to submit the document compulsorily.
Click Create button to create the new document type. You can view the newly created document type under the Employee Document Settings tab.
Under the Employee Document Settings tab, from the table, under the Mandatory column, select the required document types which you want employees to submit compulsorily during onboarding.
Click Save to create and configure document types for the employees.
Note: Under the Employee Document Settings tab, you can delete or edit the document type by clicking the Kebab ⁝ icon next to the document type name in the table.

⚠️ We recommend you to contact the greytHR support team before making any changes in settings.

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