Updated in June - 2024 | Subscribe to watch greytHR how-to video
Employee onboarding is the process of integrating a new employee into an organization and its culture. It involves familiarizing them with their role, responsibilities, and the tools and resources they need to succeed in their position. This process, often known as onboarding, includes several steps to integrate the new hire into the company.
Scenario
The onboarding process involves accepting offers, completing the necessary paperwork, conducting background checks, orienting new employees, setting up their workspaces, introducing them to their teams, and providing them with the necessary credentials. Managing these tasks manually can be time-consuming and error-prone.
Parties Involved
HR Manager
New Employee
IT Department
Team Lead
Finance Department
Importance
Employee confirmation is crucial for both the HR admin and the employee for several reasons:
For HR Admin
Ensures accurate and timely completion of legal and regulatory documents.
Maintains consistent and organized records for audits and compliance.
Increases new employee productivity with necessary tools and support.
Reduces early-stage turnover, saving time and recruitment costs.
For Employees
Clarifies roles and expectations from the start.
Provides necessary tools and resources for effective work.
Introduces company culture and social connections.
Enhances job satisfaction and retention.
The greytHR Workflows feature allows admins to tailor workflows for the employee joining process. This includes creating task lists for reviewers, attaching necessary documents, and incorporating custom forms. Additionally, workflows can be triggered to activate on the employee's joining date.
Offer Acceptance: Formal acceptance of the job offer documented.
Access to HR Tools: Availability of HR management platforms for processing onboarding.
Policy Awareness: Understanding of legal and policy requirements concerning new hires.
To create an Employee Joining Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Workflow Type dropdown list, select Events.
In the Policy Name text box, enter Employee Joining.
In the Policy Description text box, enter a short description for the Employee Joining policy.
From the Event Type dropdown list, select the event type as Employee Joined.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to review the workflow action.
From the Reviewer Level 1 dropdown list, select the first reviewer.
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the Employee Joining Workflow Policy. The actions available for a reviewer are:
Accept & Forward: The Accept & Forward option is available for all levels of reviewers. By selecting the option the workflow action gets accepted. The Forward option allows the reviewer to forward the action to the next-level reviewer. This option is available only if there is more than one reviewer.
Reject: This option is available for all levels of reviewers.
Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. Perform the following steps to create a new task:
In the Task textbox, enter the task name.
In the Description textbox, enter the task description.
Click Add Attachment(s) to upload any files related to the task.
Note: You can upload up to a maximum of 5 files.
Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears.
In the Form Title textbox, enter the name of the form.
From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.
Click Save to confirm the form.
On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements.
Click Save to complete creating the task.
Note: You can perform the same steps to appoint more than one reviewer.
Click Next to move to Workflow Policy settings.
Under the Workflow Settings, select On the event date to trigger the employee joining workflow on the specified date of joining.
Click Review and Submit to create the Employee Joining Workflow Policy.
Note: Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed.
After creating the Employee Joining Workflow Policy, you must configure the system to trigger the workflows on specific dates. For this policy, you can set the event to activate on the exact date when the employee joins the organization.
To activate the Employee Joining Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click the Filter icon. The Apply Filter pop-up appears.
From the Workflow Type dropdown list, select Event.
Click Apply. The created Employee Joining Workflow Policy card appears.
Click the Activate button on the card. The Activate Policy pop-up appears.
From the Effective date of Activating the Policy dropdown calendar, select the required date.
Click Confirm. The Employee Joining Workflow Policy gets activated.
After you define and activate the workflow policy, the assigned reviewers can review tasks, mark them as completed, or take necessary actions based on their roles as admin or employee.
Extract the detailed date-based event workflow policy report through Query Builder.
Enable Employee Self Service portal for the employees.
Share a professional email ID with the employees.
Invite employees to use ESS mobile app
Add an employee in the employee directory
Rehire former employee as a new employee
Download new employee onboarding - Payroll and compliance checklist
How to drive an effective new Employee Onboarding Process