Employee Onboarding is the fastest way to collect payroll information for new employees. Employee onboarding collects the below forms:

You can customise your employee onboarding setup to include additional documents and questions.

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.

Navigate to Workforce > Employee Onboarding > Onboard New Staff.

Enter the employee's first and last name, email, and phone (optional) then select which teams they will work in. You also have the option to upload the employee's employment contract and select a document bundle. Then select Send Invite.

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.

Once the information has been pushed to payroll, the following message will appear on the employee’s profile under the Onboarding tab:

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)

You can customise onboarding to your needs by including forms, custom questions and by attaching employee contracts to the form.

Before staff complete their onboarding, you can request they read and agree to the terms of an employment contract. Use a contract template for multiple new employees and have the specific details automatically populate per employee. Learn more in the Create a Contract Template guide.

When sending contracts through employee onboarding, you can also enable the setting Signed Contract Required Before Onboarding that requires staff to agree to the contract prior to them entering their details. Learn more about this setting in the Send Contracts guide.

PDF documents up to 5MB can be uploaded to Workforce to then share with employees during onboarding. Sort multiple documents into bundles to speed up the process, and record employee agreement to the policies in Workforce. Learn more about documents in the Documents and Document Bundles guide.

Use the Onboarding Questions tab to include more questions for new starters to answer, such as uniform sizes or license numbers.

Staff will be required to acknowledge all forms and answer all questions before they are able to submit 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

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.

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.

Can I use this for my existing staff?

Onboarding can be used for existing staff in a particular set of circumstances:

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?