Onboarding programs are used to collect, gather or provide information about/to a user before they have access to the rest of the platform. The Onboarding program will appear for them as soon as they activate their account and log-in for the first time. 

The user will need to complete every activity in the onboarding program before they can continue to the rest of the platform.

For example, you may want your "Store Managers" to complete an onboarding which has:

  • A warm, engaging welcome message with a video
  • Forms that they fill out, which request things like Emergency Contact details, Uniform selection, copies of any relevant licenses or certificates, Personal preferences like hours or days or work, etc
  • Important policies/procedure sign off's, such as an Internet Use, Terms & Conditions, or Intellectual Property policy
  • Training programs relevant to their responsibilities in the role

A user must complete ALL activities in the onboarding program, before they obtain access to the rest of the platform. They will not have access to any other policies, training, resources, news articles, etc, until they have completed the onboarding.

Note: A user can only complete one onboarding program. You cannot assign multiple onboarding programs or re-assign a second program to a user once they have completed one, even if you change their role.
Onboarding programs can be removed or re-assigned at any time when the status is Not Started or In Progress. 

 

To create or edit an onboarding program:

  1. Click Admin > Onboarding, or People > Onboarding (depending on your module inclusions)

  2. Click Create Program

     
  3. On the Details tab, add:
    1. Title
    2. Default Roles (when the role is selected, at the time of adding a new user, this onboarding program will automatically be assigned to them when the corresponding role is selected on their User profile. The program can be overridden at the time of user creation.
      Note: The onboarding program will not be allocated to existing Users with this role in the platform)
    3. Reminder Frequency (how often the user gets reminded to complete the program)

       
  4. Click the Content tab.

  5. Add a Section. You can add them all now, or one by one after you're done all activities in each one.

     
  6. .Click the "+" button on each Section to add Activities.

     
  7. Activity Types:
    1. Rich Media Content - This allows you to add formatted text, such as Introduction or Welcome messages, as well as pictures, GIFs, Videos and other attachments (such as downloadable PDFs or Spreadsheets).
    2. Form - This brings in a selected form directly from the Forms module (Audit or People Central) for the user to fill out, such as Emergency Contact details, Banking Information, or any required documents (First aid certificates, Driver's license, etc). Forms need to be created in the Forms module first, you cannot create them in Onboarding directly.
    3. Policy Sign-Off - This brings in a selected Policy from the Manuals module (Work Central) for the user to sign-off. The policy will display exactly as it does in the Manuals module, for example, if you have a video and a quiz, that will also show in Onboarding. Policies need to be created in the Manuals module first, you cannot create them in Onboarding directly.
    4. Training Program - This brings in a selected Training Program from the Training module (Learn Central) for the user to complete. Programs need to be created in the Training module first, you cannot create them in Onboarding directly.
    5. Staff Survey - This brings in a selected Survey from the Staff Surveys module (Audit or People  Central) for the user to complete. Surveys need to be created in the Staff Surveys module first, you cannot create them in Onboarding directly.

  8. If you want to add a video, use the Additional Resources toggle on a Rich Media Activity.

     
  9. Add Forms, Policies, Training Programs and Surveys by clicking the "+" button under Actions on the relevant popup. You can search for specific items using the Search bar.

    Click Save when you have selected all the items you wish to add.

  10. You can add any combination of Rich Media, Forms, Training, Policies, and Surveys under each section, there is no limit.

  11. Keep in mind that a user will need to complete ALL activities in the Onboarding program before they have access to the rest of the platform. Until then, they will only have access to what is included in the Onboarding program.

  12. Click the Permissions tab. 
    1. View Reporting - These Roles/Users will be able to view the completed program and download the completed form data.
    2. Completion Notifications - These Roles/Users will receive notifications when the relevant users have completed the onboarding program.

  13. Click Publish when you're done.

  14. This Onboarding can now be assigned to users when they are created. If you have set a default role (step 2) then the onboarding program will automatically get assigned to users with that role.