Employee Onboarding is the fastest way to collect payroll information for new employees. Employee onboarding collects the below forms:
Personal details (name, email, phone number, Legal Gender, date of birth, address)
Emergency contact details
Bank details (see the FAQs for what we capture)
You can customise your employee onboarding setup to include additional documents and questions.
How it works
Once you have made an offer of employment, add the employee to Workforce.com using paperless onboarding to send onboarding forms to the employee's email address. For payroll systems, you will receive a completion report with the completed details.
To see an example from an employee's perspective, see the Employee Onboarding landing page.
Inviting new employees to complete onboarding
Navigate to Workforce > Employee Onboarding > Onboard New Staff
Enter the employee's first and last name, email, phone (optional), and select which teams they will work in. You also have the option to upload the employee's employment contract and select a document bundle.
Tip: as you will be collecting employment related documentation, it's important to invite employees using their correct legal name.
Once the employee has completed onboarding
Upon completion of their details, the employee will be sent a confirmation email with a link to view their profile in Workforce.com. You will also receive a confirmation via email which will outline the next steps to be taken to complete the setup for this employee.
This information will be available via Workforce > Staff on the employee's profile under the Onboarding tab.
How will I know if the information has been pushed to my payroll system?
Once the information has been pushed to payroll, the following message will appear on the employee’s profile under the Onboarding tab:
Can I download a CSV of the Onboarding data?
Yes, this can also be used as a way of extracting the data to then be imported into other payroll systems.. Through the standard staff export you can export most onboarding details from the onboarding tab on the employee profile.
To do this: Workforce > Staff > Tools > Export > Export data (CSV)
Customising employee onboarding
You can customise onboarding to your needs by including forms, custom questions and by attaching employee contracts to the form.
Onboarding can be configured under the 'Onboarding Documents' and 'Onboarding Questions' tabs in the Onboarding Hub.
Staff will be required to acknowledge all forms and answer all questions before they are able to submit onboarding.
Request employees upload documents during onboarding
Through our platform features employees can upload documents during the onboarding process. First, you can create custom file field types against the employee profile.
To add files to be uploaded by the employee during onboarding you will need to:
Under Link existing objects as fields
Create a new fields e.g. “Please upload your signed contract”
Ensure Visible To: Employee
Ensure Editable By: Employee
'Object' should be file
These custom fields will be stored on the employee profile under the Additional tab.
Once added this will show for the employee in the onboarding form.
Configure which roles can send onboarding invitations
By default users with Admin, Payroll Officer, General Manager or Team Manager permissions can send onboarding invitations.
If a Team Manager adds a new employee, Admins will be notified via email and the new employee will automatically be added to the Teams that the Team Manager is assigned to.
If a user with Admin permission adds a new employee, only that user will receive notifications.
You are able to customise these permissions via Settings > All Settings > Permissions. Scroll to the bottom and open Show Advanced Settings > Customise access & roles here.
Select the relevant permission, and navigate to 'Create' under the Employee Permissions.
FAQ & Troubleshooting
Can I use this for my existing staff?
Onboarding can be used for existing staff in a particular set of circumstances:
If an employee has been added manually and has an email address in Workforce.com, you can send the employee an Onboarding invitation. The information they enter will then be appended to their existing profile.
If you see this on an employee’s profile, it means they can be onboarded even though they have an existing staff profile:
What happens when I want to change the Onboarding details for my staff?
Once Onboarding is completed and staff have been pushed to payroll any details in the Workforce.com Onboarding tab will be locked from editing.
What bank details do we capture during onboarding?
For UK clients, we collect bank account name, sort code and account number.
For clients based in France, Italy, Ireland and the Netherlands, we collect IBAN and bank name.