An Onboarding Process is designed to help you get new hires up to speed and ready to start. Onboarding is both flexible and powerful, allowing you to customize it to fit your company's needs. Before we begin, it's important to understand how onboarding is structured.
How are Onboarding Processes organized?
Our onboarding process follows a hierarchical organizational structure. At the top level, we have time frames. These time frames trigger different parts of the process and help to keep everything organized. You can trigger when the candidate is assigned to a process or a few days before they start.
Each time frame consists of sections. These sections are sequential and must be completed in order. Sections can have a single stage, or multiple stages. This allows for flexibility and ensures that each new hire gets the information they need in a logical and organized manner.
Finally, each stage comprises steps. Steps are the smallest units of our onboarding process and can include a variety of tasks. These tasks can include content displayed to the user, forms they need to fill out, emails, or background checks. While stages are seen on the progress bar, steps are not. So you can choose which steps to keep grouped in various stages to help visually see where people are in their onboarding process.
How do I create a new Onboarding Process?
For this example we will build an onboarding process for a technical hire. We'll ask them for their preference of laptop, then ask IT to send them the laptop.
How do I create a Timeframe?
By default, the "Candidate assigned to process" time frame is already added to any new process. In this timeframe, we'll ask them what their preference is.
We will also need a new timeframe to send IT the reminder to ship out the laptop seven days before the candidate starts. To add a new timeframe, click on the "Add time frame" button at the bottom left.
While adding a time frame we can select when it will trigger. For this example we will trigger 7 days before the candidates start date.
How do I create a Section?
Sections can contain a single stage or multiple stages. All tasks need to be completed in one section before allowing the candidate to move to the next. In this example we will only need a single stage in each section. If there are no sections in a time frame, one will be created for you when adding the first stage.
How do I create a Stage?
When adding a stage there are a few options. We can pick if the stage if focused on the candidate or internally, and if it has any due dates. We'll add the stage with a deadline of 8 days before the start day.
How do I create a Step?
With the section and stage created, we can now add steps to it. Steps are the content or actions that users need to complete.
When adding a step, you can filter the step library to see specific step types or create a new one. All new steps will be added to your library, so give them a descriptive name.
If you don't have any steps, use the "Create Step" button on the right to get started.
You can add multiple steps at once, which will be added in the order you select them.
How do I add Logic to my Process?
Adding conditional logic allows you to assign steps to candidates who meet its requirements. In this example, we could have different IT training for Mac or PC users. To add conditional logic, click on the three dots next to the step and select "Add conditional logic".
You can now check the values of different properties, such as their start date or answers to previous questions.
This will work with a variety of different steps. For more information on the different steps available, check out this article.