Onboarding

Keystyle Support Team -

Corresponds with V: 1.11 of the Portal

QUICK LINKS:



PORTAL SETTINGS:

LOCATION: Admin, Portal Settings, Onboarding Home

  • Enable Onboarding

    • This setting is for turning the onboarding feature on. This will give any Personal Info Admin on the Admin Roles page access to the Onboarding Dashboard and the Onboarding Process Builder.

  • Allow new employees to access Onboarding via the login screen.

    • Will become functional after version 1.11 of the portal.

    • Will add the Begin Onboarding button to the login page of the portal (see screenshot below)

    • This will allow employees to begin the onboarding process.

  • Allow new employees to request an Onboarding PIN

    • This feature allows users to begin the onboarding process without having a pin. They will be required to enter an email that will then be emailed a PIN, but they will be able to finish the onboarding process without approval.

  • Company Logo to display on Onboarding pages

    • Enter the company logo you would like to display on the onboarding pages.

  • Custom text on Onboarding Login Page

    • This feature will allow you to add rich text, images, headers, and videos to the Onboarding Login page.

  • Custom text on Onboarding Task page

    • This feature will allow you to add rich text, images, headers, and videos to the Onboarding Task page.

  • Custom text on Onboarding Task page shown upon completion of all tasks

    • This feature will allow you to add rich text, images, headers, and videos to the page shown when an employee completes all onboarding tasks.

  • User Group for Onboarding Administrator Permissions

    • Create a group to be the Onboarding Administrator on the "Manage Employee Groups" Page (Found under Office Tools on your Navigation Bar for System Admin). Once you have created your group use this dropdown to make that group Onboarding Admin. 

    • The onboarding Administrator will have permissions to edit and create the tasks. 
  • User Group for Onboarding Invitation Permissions: 

    • Create a group in the "Manage Employee Groups" Page (Found under Office Tools on your Navigation Bar for System Admin). Once you have created your group use this drop down to give them the permissions to be able to send onboarding invitations and Initialize Employees from the Onboarding Dashboard. 

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ONBOARDING DASHBOARD:

LOCATION: Office Tools, Onboarding Dashboard

Only users who are Personal Info Admins will see the Onboarding Dashboard in the portal. This screen will show your employees who are currently in the process of onboarding and will show their status.

 

  • Click on the Review button for the employee you want to initialize

(NOTE: you need to be an “Onboarding Administrator” or you won’t have permission – this is done in Admin, Portal Settings, Onboarding Home, “User Group for Onboarding Administrator Permissions”).

 

  • Select “Initialize”, here you will be able to fill out key information to initialize.

  • Once the user is initialized all forms will be attached to the HR Employee and the fields filled out in the W-2 and I9 will be populated.

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NEW ONBOARDING INVITATION:

LOCATION: Office Tools, Onboarding Dashboard, New Onboarding Invitation

By clicking this button, you will see the pop up shown in the screen shot below.

    • You can invite current employees to fill out their onboarding information or you can type in a new employee’s information to send an onboarding pin to their email address.

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ONBOARDING PROCESS BUILDER:

LOCATION: Office Tools, Onboarding Process Builder

On this screen, you will see a grid listing all of the available onboarding steps that you have created. In this grid, you can make each item in the list Defaulted to On/Off and Required On/Off. If an item is defaulted on, they will show up automatically as a task for an employee to complete when they begin the onboarding process. If an item has required on, then they will need to complete the item before their onboarding will be finished.

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SETUP ONBOARDING DOCUMENTS:

LOCATION: Office Tools, Onboarding Process Builder, Setup Onboarding Documents

On this screen, you can add an acknowledgement required or a signature required document to the onboarding tasks.

    • First, select whether or not you would like an acknowledgement required or a signature required document and then add a Headline to name your document.

    • Next, add a body to your document. If you have an attachment you would like to add into the body of your document, make sure to attach it and then click the “Embed Attachment In Page:” check box.

    • If you just want to add attachments to the document, so they will be available for download do not click the “Embed Attachment In Page:” check box.

    • When you’re all finished, click the save button. You will see the new document added to the list on the Onboarding Process Builder page and you will then need to decide whether to make turn the default button On/Off and the required button On/Off.

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SETUP CUSTOM ONBOARDING TASKS:

LOCATION: Office Tools, Onboarding Process Builder, Setup Custom Onboarding Tasks

On this screen, you add or modify custom checklists that you want your onboarding employees to fill out.

    • First, click the New Template button and Name your checklist.

    • Next, you’ll want to follow the process for creating a checklist that we have in our checklist documentation here: Checklists

    • Once you have finished creating your checklist, if you have a custom report for this checklist, you will want to make sure that you list the report filename in the Report RDL: field.

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