Employee Onboarding Workflows
Track new hire onboarding and manage document requirements
Overview
The Onboarding module tracks new hire progress from start to finish. Click 'Onboarding' in the left sidebar to access two tabs: Onboarding and Documents Required.
Onboarding Tab
The Onboarding tab gives you a full view of all candidates going through onboarding. At the top, four summary cards show key metrics:
- Total Candidates - the total number of people in the onboarding pipeline
- Complete - candidates who have finished all onboarding steps
- In Progress - candidates currently working through onboarding
- Pending Review - candidates whose onboarding submissions are awaiting review
Candidate List
Below the summary cards, the candidate list shows each person's onboarding details. You can search candidates by name. Columns include: Candidate (name and email), Client, Country, Submitted (date), Status (e.g. In Progress), Progress (percentage bar), and Actions (View). Click 'View' to see the full onboarding details for a specific candidate.
Candidate Onboarding Detail
When you click 'View' on a candidate, you see their full onboarding checklist and profile. At the top, the candidate's name, email, and client are displayed alongside a progress counter (e.g. 0 of 14 complete). The left panel shows the onboarding checklist - a series of steps that need to be completed. The exact steps depend on how your organisation has configured the onboarding process, but common steps include:
- Profile Information Check - verify personal information, contact information, address, emergency contacts, government IDs, and banking information
- Supplied Documents Check - review documents uploaded by the candidate
- Background Check - complete background verification
- Police Check - verify police clearance
- Reference Check - check candidate references
- Previous Employer Release Letter - confirm release from previous employer
- Qualifications Check - verify qualifications and certifications
- Send Laptop - arrange equipment dispatch
- Create Client Membership - set up client access
- Create Employment Record - create the formal employment record
- Email Account - set up professional email, update work email in user profile, and verify the account in Teamified
The onboarding checklist is fully configurable - your organisation may have different steps, fewer steps, or additional steps depending on your internal processes. Each checklist item shows a completion circle. The right panel displays the details for the selected step, and the 'Complete Onboarding' button at the bottom becomes available once all steps are finished and the candidate has been submitted for review.
Documents Required
The Documents Required tab lets you configure the number of documents required in each category during onboarding. There are four document categories, each configurable from 0 to 10:
- CV / Resume Documents Required - number of CV or resume documents needed
- Identity Documents Required - number of identity documents needed
- Employment Documents Required - number of employment-related documents needed
- Education Documents Required - number of education documents needed
Setting a requirement to 0 makes that document type optional. Candidates will only be able to complete onboarding when they meet all document requirements. Click 'Save Changes' after updating your configuration.
Access & Permissions
Access to the Onboarding module depends on your role. Employees going through onboarding can view and complete their own onboarding tasks and submit required documents. Team leaders can view onboarding progress for candidates assigned to their team. Admins have full access - they can view all candidates, configure document requirements, and manage the entire onboarding pipeline.
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