Employees in Onboarding

The Employees tab within Onboarding represents new hires or candidates synced from your ATS or manually added. Onboarding does not perform any duplicate employee checks. Therefore, it is possible to have multiple employees listed who are referencing the same person. Additionally, this section is where you will go to begin the onboarding process for a new hire.

View Employees in Onboarding

Within Onboarding, select the Employees tab.

The Employees page will be displayed.

On the Employees page, you can do the following:

• New Employee – Manually add a new hire to Onboarding. NOTE: This is not recommended, since Employees should sync from your ATS.
• Filter by:
  • Employee ID
  • First Name
  • Last Name
  • Email
  • Progress

• View
  • Employee Name
  • Overall Task Progress
  • Placements Count
  • Last Visit of a Placement/Task link
  • Next Task Due At
  • Created At

View Employee Profile

To view an employee profile or begin onboarding for a new hire, click the employee’s name.

The following information will be displayed on the employee profile.

• Create Link - Onboarding links are a critical component of the Onboarded platform. Most of the time, onboarding links are associated with an employee, but they can also be linked to a specific task. NOTE: Use this only when dealing with special tasks or troubleshooting/support with an employee who is onboarding.
• Summary – The employee summary includes several default fields, such as name, phone number, date of birth, and address. These fields are referenced in several forms to pre-populate these fields in those forms. For example, if Onboarding has already collected an address for the employee when they completed the W-4 task, Onboarding will pre-fill their address when they go to fill out the I-9. This pre-filled information counts towards our overall and individual task progress. NOTE: Please verify that the Employee's profile has a valid address to ensure the correct federal, state, and local tax forms are associated with the employee's placement.
• Progress – Provides a visual representation of the percentage of onboarding tasks that have been completed.
• Placement – An employee can have multiple placements (i.e., an employee hired on a job with your company or a subsidiary) associated with them. The labels included in each placement indicate the employer and job (respectively) provided when the placement was created.
• Placement Tasks – Employees are assigned tasks that they must complete within a specified timeframe.
• Other Tasks – These are manually assigned tasks for special situations that fall outside the standard task assignment rules based on placement. You can create a task.
• Custom Attributes — Employees (like Employer, Jobs, and Placements) can have custom attributes that can be referenced in forms. Custom attributes will be automatically sent from Lever ATS based on your Candidate custom fields and configuration.
  • NOTE: Please do not create or delete custom attributes. These are used for integrations and policies. Please submit a Help Center ticket if you need further information.
  • Some common custom attributes for Lever ATS include:
    • application_id – A reference to the employee’s application ID in Lever ATS.
    • candidate_id – A reference to the employee’s candidate ID in Lever ATS.
    • hm_email – The email address of the Hiring manager for this employee.
    • hm_first_name – The first name of the Hiring Manager for this employee.
    • hm_last_name – The last name of the hiring manager for this employee.

Start Onboarding Process

On the employee profile, click + Create Placement.

Fill out the following fields:

• Employer – Your company’s name will be selected by default, unless you have subsidiaries. If you have subsidiaries, you can choose either the parent company or one of its subsidiaries based on your company's specific process.
• Client – This section is optional and is typically used for Agencies.
• Job – Select the new hire's job. NOTE: When a job is created in your ATS, it will be automatically synced to Onboarding. If the desired Job is not available, you will need to create the Job. Please see Jobs for more information.

Click Preview Requirements.

Based on the previous selections and the new hire information, the Suggested Tasks will be populated. Click Create Placement to finalize the onboarding kick-off.

After the placement is generated, the new hire will receive an onboarding kick-off email with a link to access their tasks.

Additionally, the hiring manager will also receive confirmation of the onboarding kick-off. If the hiring manager has been assigned tasks during the onboarding process, the email will also include a link to access them.