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Configure employee onboarding form

Updated inย February- 2024 |ย Subscribe to watch greytHR how-to video

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 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.

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.

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

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

  1. Configure employee onboarding form.

  2. Customize document list in employee onboarding form.

โš ๏ธ We recommend you to contact the greytHR support team before making any changes in settings.

Configure employee onboarding form

This form allows you to configure the fields, attachments, and verifications as mandatory/non-mandatory in the employee onboarding form as per your requirements.

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

  1. On the Employee Onboarding settings page, click the Employee Information Settings tab. The Employee Information Settings form appears.

  2. 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.ย ย 

  3. 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.

  4. Click Save to configure the employee onboarding form. A success message appears.

Customize document list in employee onboarding form

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

  1. On the Employee Onboarding settings page, click the Employee Document Settings tab. The Employee Document Settings form appears.ย ย 

  2. Click the Create Document Type button. The Create Document Type form appears.

  3. In the Document Title text box, enter the relevant name for the document type you required.

  4. 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.ย ย 

  5. In the Document Upload Instructions description box, enter the instructions for uploading the documents.

  6. Select the Mandatory checkbox if you want employees to submit the document compulsorily.

  7. Click the Create button to create the new document type. You can view the newly created document type under the Employee Document Settings tab.

  8. Under the Employee Document Settings tab, from the table, under the Mandatory column, select the required document types that you want employees to submit compulsorily during onboarding.

  9. 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 โ icon next to the document type name in the table.

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