We deliver these releases to improve your experience and the value, functionality, and features of StaffCircle.
Onboarding
Onboarding Version 1.0 has been designed to support HR personnel managing new starters through their onboarding journey by collecting the personal information you need to get them set up in your platform. This release update provides you with a brief, high-level description of any new and updated features along with any bugs that have been fixed.
We will show you how to:
- Set up Onboarding on your system
- Create a New Starter profile
- Convert a New Starter to an Employee
- Reject a New Starter
We will also show you what this journey looks like for your New Starters.
Settings view
As a system administrator, I will use the Settings view to set up Onboarding for my organisation.
In order to set up I need to complete the following:
- Permissions relating to Onboarding
- Create personal details & secure data templates for new starters to complete
- Update notification templates to be in line with my organisation’s tone of voice
People & Groups
First of all, you need to ensure your security group has the relevant permissions for Onboarding.
After clicking on the relevant security group, we need to ensure that they have at least one People & Groups permission turned on, this ensures the People & Groups tab appears on their right-hand menu. There are 6 specific Onboarding permissions and you should turn on those applicable to specific security groups.
After setting up permissions, you must log out and back in for your new permissions to take affect.
Next, we need to create personal details and secure data templates for our new starters to complete. These templates allow us to collect the information we need to set up new starters in our system.
Templates are created by you to enable your organisation to collect relevant information from your new starters.
Templates only need to be created once, the same template can be used for as many new starters as you would like.
After you have selected your fields, the next step will show only those fields.
Secure data templates allow you to collect information for payroll only. All fields in this template are marked as required and cannot be edited.
NOTE: on secure data templates, all fields are required as part of version 1. This is because it only allows the collection of National Insurance number and banking details for payroll.
No other secure data can be collected as part of version 1.
Communications
Customise your Onboarding notification templates to ensure they are in line with your organisation's tone of voice.
You can amend and update notification templates to match your organisation tone of voice. Click save to update or close to cancel.
Manage view
As a member of personnel responsible for Onboarding, I will add new starters to the system and manage their journey.
Key actions I will perform are:
- Create a new starter
- View new starter details
- Reject a new starter
- Convert a new starter
People & Groups
Navigate to the New Starters section from People & Groups to create and manage your new starters.
New starters are displayed in a list view to provide quick and easy access.
Clicking on a status card will filter the new starter list view to that single status view. Clicking the total card clears the filter.
The actions panel allows you to easily send an email to your new starter, reject the new starter and convert your new starter to an employee.
NOTE: clicking on the new starter’s name on the list view will open up their profile.
After a new starter has completed their templates, you can view their submitted information by clicking on their name from the list view.
In addition to the actions we can perform from the list view, we can also re-send the activation email to our new starter (only those with Invited or Deferred status).
All fields from the personal details template we selected are visible and the information we input during creation available (fields may not yet be filled as the new starter has not completed the template yet).
After clicking Convert To Employee a pop up appears prompting us to input the new starter’s work email address. Alternatively we can switch to mobile number, depending on your organisation’s login preferences.
NOTE: the convert to employee button will become active after we have input and email address/mobile number. This information will replace the new starter’s personal email address as username for log in.
After converting the new starter to an employee, they are no longer viewable in the New Starter tab, instead they can be found in the people tab as their onboarding is complete.
NOTE: new starters are not automatically activated to give you control of when they can access your platform.
New Starter view
As a new starter, I want to be able to provide the information requested by my new employer, in order to successfully be onboarded into their system.
Key actions I will perform are:
- Activate my account
- Log in
- Complete the personal/secure forms as requested
New starters receive an email (the template we can modify as per previous instruction) prompting them to click a link and begin their Onboarding journey.
After logging in, your new starter will be prompted to start their onboarding and complete the templates you have assigned to them.
After completing the templates sent to the new starter, their data becomes read only and they cannot update.
Both sections on the left hand panel have a green tick, indicating that they are complete and now read-only.