Create Onboarding- and Offboarding Templates

Objective

This feature allows you to create general onboarding templates. These templates describe all of the tasks that are due as part of an onboarding within the organization and can then be assigned to a new employee as a project. Within the template, individual task packages are created that a specific (existing) employee should take on. The (existing) employee is informed, automatically, by created activities in the system whenever they are supposed to take on tasks in the new employee's onboarding process.

In the same way, Offboarding templates can be created which can be used to standardize offboarding processes of employees leaving the company.

Process

HR Manager
Create new Onboarding Template
HR Manager
Add tasks
HR Manager
Set start and end dates

Prerequisites

  • You are HR Manager or Recruiter and have a valid license assigned

Click Through

  • Start in HR HUB
  • Below Recruiting, click on Onboarding
  • Click on +New
  • Assign a name and enter, for example, the department for which the onboarding should take place
  • Insert a placeholder in the name, e.g. "Employee". When assigning a project template, you have the option of replacing this placeholder with the actual name of the newly hired employee
    • Fill out the other details:
    • Title Internal: Enter a descriptive name. You can also use placeholders that you can later replace when creating a project
    • Level: Choose which level it is. Usually, it's "Project"
    • Parent Project: Select a project if there is a parent project for this onboarding or offboarding project
    • Start Date: Enter the date when the onboarding or offboarding project starts
    • End date: Enter the date when the onboarding or offboarding should be completed
    • Template Type: choose whether it is an onboarding or an offboarding project
    • Employee Effective Date: Enter the date when the employee will start work
    • Owner: This is the owner of the record, usually the person who creates it
    • Status Reason: Here you can select the current status reason for the template
  • Select HR project under "Classification" so that the projects created with this template are also displayed in the correct Onboarding/Offboarding projects view
  • Save your entries
  • Change the Status Reason to Template in Progress
  • Refresh the page. Then click the "Rework Template" button (under the status reason)
  • A new dialog opens. Select if the template should be published or set to draft state. Click Next
  • Then close the dialog and reload the page
  • Then switch to the "Work Breakdown Structure" tab
  • In the Work Breakdown Structure section, you can now plan your project, create tasks and assign responsible persons
  • Mark the line with the project name and add a task via +Add sub node
  • Fill in all required data in the window that opens. The start and end dates primarily determine the planned duration for this task. The specific date is recalculated for each project generated from this template
  • You should create tasks so that the person responsible for this area is informed. To do this, in the Activities area (under the "Related" tab), click on Create activity and select "Task". Fill in the necessary data and link the person
  • Once you have created all the tasks, save and close the project
HR