Creating an onboarding template in Simployer One

How do I create an onboarding template in Simployer One?

An onboarding template defines the experience a new employee has before joining your organization. It allows you to create a consistent onboarding process by combining company branding, welcome content, forms, documents, and email communication. 

Once created, an onboarding template can be reused whenever you onboard a new employee.

Before you begin

• You must be signed in as an Owner.  
• Prepare any documents, images, and email content you want to include.  
• If you plan to include internal onboarding tasks, make sure you have already created a workflow template. 

How do I create an onboarding template?

1. Navigate to Settings → Onboarding templates.  
2. Select Create onboarding template.  
3. Enter a name for the onboarding template.  
4. Configure the branding.  
5. Add the welcome message.  
6. Select the employee profile fields to display.  
7. Mark any required fields.  
8. Configure employee groups if applicable.  
9. Optionally connect a workflow template.  
10. Upload attachments.  
11. Configure email templates.  
12. Select Save.  

Your onboarding template is now available when onboarding new employees.

How do I customize the onboarding branding?

The branding section allows you to personalize the onboarding experience with your company's visual identity. 

You can configure: 

• Brand colour  
• Accent colour  
• Background colour  
• Background image  

A consistent visual identity helps create a professional first impression for new employees. 

Important 

The background image can be up to 2 MB. 

How do I add a welcome message?

The welcome message is one of the first things a new employee sees during onboarding. 

Use this section to: 

• Welcome the employee.  
• Introduce your organization.  
• Explain what to expect before the first working day.  
• Provide practical information or contact details.  

Tip 

Keep the welcome message short, friendly, and focused on the employee's first days with the company. 

How do I add employer fields?

Employer fields display information that already exists in Simployer One. 

You can choose any available employee profile field to display during onboarding. 

Examples include: 

• Job title  
• Department  
• Office  
• Manager  
• Employment information  
• Contact information  

These fields allow employees to review information that has already been registered.

How do I add new hire fields?

New hire fields allow employees to provide information during onboarding. 

You can choose any available employee profile field that should be completed by the employee. 

Examples include: 

• Address  
• Personal contact information  
• Emergency contact  
• Banking information (if used by your organization)  
• Other employee profile fields  

The submitted information is saved to the employee profile.

How do I make fields required?

For every field included in the onboarding template, you can decide whether it is: 

• Optional  
• Required  

Only mark fields as required when the information is necessary before employment begins. 

Keeping the number of required fields to a minimum helps create a smoother onboarding experience.

How do I configure employee groups?

Employee groups allow you to create different onboarding experiences for different parts of your organization. 

For example, you might have separate onboarding templates for: 

• Office employees  
• Production employees  
• Managers  
• Temporary employees  

Using employee groups helps ensure each employee receives information that is relevant to their role.

How do I add a workflow template?

If your onboarding process includes internal tasks, you can connect a workflow template to the onboarding template. 

Each onboarding template supports one workflow template. 

This step is optional when creating the onboarding template. 

For detailed instructions about connecting, changing, or removing workflow templates, see: How do I connect a workflow template to an onboarding template in Simployer One?

How do I upload attachments?

Attachments allow you to provide important documents during onboarding. 

Examples include: 

• Employee handbook  
• Company policies  
• Welcome guide  
• IT instructions  
• Practical information for new employees  

To upload attachments: 

1. Open the Attachments section.  
2. Select Add attachment.  
3. Choose the file you want to upload.  
4. Save your changes.  

You can upload multiple attachments to the same onboarding template. 

How do I configure onboarding emails?

Email templates allow you to automate communication with new employees. 

You can create multiple email templates as part of the onboarding template. 

Each email template includes: 

• Subject  
• Email content  

Write clear, concise emails that explain what the employee should do next. 

Note 

The timing for sending onboarding emails is configured later when the onboarding process is started. 

How do I edit an onboarding template?

You can update an onboarding template whenever your onboarding process changes. 

For example, you can: 

• Change branding  
• Update the welcome message  
• Add or remove employee profile fields  
• Change required fields  
• Upload new attachments  
• Edit email templates  

After making your changes, select Save.

Best practices

Tip 

Create separate onboarding templates if different employee groups require different onboarding experiences. 

Tip

Use a friendly welcome message and avoid overwhelming employees with too much information at once. 

Tip

Keep attachments up to date so employees always receive the latest company documentation. 

Important

Review onboarding templates regularly to ensure the information and documents remain accurate. 

FAQs

Can I create multiple onboarding templates?

Yes. You can create different onboarding templates for different employee groups or onboarding processes. 

Can I upload more than one attachment?

Yes. An onboarding template supports multiple attachments. 

Can I create multiple onboarding emails? 

Yes. You can add multiple email templates to the same onboarding template. 

When are onboarding emails sent?

The email templates are created as part of the onboarding template. The timing for sending each email is configured when the onboarding process is started. 

Do I have to connect a workflow template?

No. Connecting a workflow template is optional. If you do connect one, each onboarding template supports one workflow template. 

Can I edit an onboarding template after creating it?

Yes. You can update the onboarding template at any time.