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Onboarding User Flow

Summary

The Offboarding User Flow provides administrators with a structured, step-by-step process for managing employee offboarding. This ensures that all relevant data, assets, and responsibilities are handled correctly before an employee’s termination. By streamlining the offboarding process, it improves compliance, efficiency, and user experience.

In this article

  • Before you begin
  • Step 1: Upload Resume or Contract
  • Step 2: Basic Details
  • Step 3: Job Information
  • Step 4: Contract Specifications
  • Step 5: Assignments
  • Step 6: Permissions
  • Step 7: Devices
  • Step 8: Apps
  • Step 9: Documents
  • Step 10: Invitation
  • Notifications & Alerts
  • Frequently Asked Questions (FAQ)

Before you begin

  • Admins/HR Managers are responsible for performing the onboarding process by uploading resumes/contracts, filling out the required details, and assigning policies, permissions, devices, and apps.
  • New Employees will receive an invitation email to complete their onboarding and upload any missing documents.
  • Other Stakeholders (Managers, IT teams, HR teams) will be notified about the new employee’s onboarding status and tasks.
Ensure that the necessary AI extraction services and existing modules (Policies, Permissions, Devices, Apps, Documents) are integrated before starting the process. Role-based access control must also be in place for proper permissions assignment.

Step 1: Upload Resume or Contract

  • Functionality: The admin uploads the new employee's resume, offer letter, or contract.
  • AI Extraction: The system uses AI to extract details like Name, Email, Phone, Address, Designation, Start Date, and more from the document.
  • Auto-Population: Extracted information is automatically filled into the Basic Details and Contract sections.
  • Edge Case: If AI extraction fails, the admin will manually enter the missing information.
  • Multiple Documents: You can upload more than one document if necessary.

Step 2: Basic Details

  • Fields: Full Name, Email, Phone Number, Address, Date of Birth (DOB), Gender, Employee ID.
  • Auto-Fill: Details are auto-filled if available through AI extraction.
  • Manual Entry: Admins can update or correct any data manually.
  • Validation: The system validates email format and required fields.

Step 3: Job Information

  • Fields: Job Title, Department, Reporting Manager, Location, Joining Date, Employment Type (Full-time/Part-time/Contract).
  • Integration: Department and Location data are pulled from the master database, ensuring consistency.

Step 4: Contract Specifications

  • Fields: Start Date, End Date (if applicable), Probation Period, Compensation Details, Benefits, Notice Period.
  • Data Source: Information is either extracted from the uploaded contract (if available) or entered manually.

Step 5: Assignments

  • Functionality: Admin assigns policies, document folders, and training courses to the new joiner.
  • Types of Assignments:
    • Policies: Time-off, Attendance, Timesheet.
    • Folders: Document folders for access (e.g., onboarding documents).
    • Courses: Training modules to complete during onboarding.
  • Global Assignment Toggle:
    • ON: All global assignments (policies, folders, courses) are automatically assigned to the new employee.
    • OFF: Admin manually selects specific assignments for the employee.

Step 6: Permissions

  • Functionality: Admin selects user roles based on the new employee’s position.
  • Roles Available:
    • Manager Role
    • Admin Role
    • Custom Roles (if defined in the system)
  • UI: Admin selects roles via checkboxes or dropdown lists to assign multiple roles.

Step 7: Devices

  • Functionality: Admin assigns devices such as laptops, desktops, phones, or other IT assets.
  • Asset Management Integration: Devices are pulled from the existing asset management system, ensuring proper tracking of ownership and assignment history.

Step 8: Apps

  • Functionality: Admin assigns software and apps that the new joiner will use.
  • Role-Based Assignment: Apps are assigned based on department or role (e.g., marketing apps for the marketing team).
  • Group-Level Assignment: Admin can assign apps in bulk using predefined groups, such as “Marketing Apps” or “Sales Apps.”

Step 9: Documents

  • Functionality: Admin uploads mandatory documents such as ID proof, compliance documents, etc.
  • Employee Upload Option: The system will request missing documents from the employee when they log in for the first time.
  • Document Linking: All documents are linked to the employee’s profile for future reference.

Step 10: Invitation

  • Functionality: Admin drafts an invitation email to the new employee.
  • Email Content: The invitation email includes login details, onboarding steps, and system access links.
  • Predefined Templates: Admin can choose from predefined email templates or create custom ones.
  • Notify Stakeholders: Admin can also notify other stakeholders (e.g., Managers, IT, HR teams) via email about the new joiner’s status.

 

Notifications & Alerts

  • System Alerts: The system sends reminders for incomplete steps (e.g., missing policies or documents).
  • Email Alerts:
    • Invitation email is sent to the employee.
    • Notification emails are sent to stakeholders (Managers, IT, HR).
  • Dashboard Alerts: Admins can track onboarding progress through a dashboard with visual status indicators.

Frequently Asked Questions (FAQ)

1. What happens if the AI extraction fails?

If AI fails to extract details from the uploaded document, the admin can manually input the missing information.
 
 

2. Can I upload multiple documents for a new employee?

Yes, you can upload multiple documents such as resumes, contracts, or offer letters. The system will extract and populate data from all relevant documents.
 
 

3.How are devices assigned to employees?

Devices such as laptops, phones, and desktops are assigned directly from the asset management system and tracked for assignment history.
 
 

4.Can I assign policies to a specific employee?

Yes, the system allows you to assign global policies automatically or manually select specific policies for each employee.
 
 

5.Can I customize the invitation email sent to the new employee?

Yes, admins can either use predefined email templates or create customized emails to fit the organization’s needs.