What does onboarding and offboarding cover in Simployer One?
Onboarding in Simployer One covers the process from adding a candidate or new hire to giving the employee access to Simployer One. The onboarding process can include employee data collection, invitation emails, onboarding templates, workflow tasks, and access setup.
Offboarding in Simployer One covers the process for ending an employee relationship, removing access, and preparing the employee record for anonymization or deletion according to the company process.
This overview explains the concept. For exact offboarding steps, use the separate article: How do I offboard an employee from Simployer One?
How does a candidate become a new hire in Simployer One?
The onboarding journey often starts when a candidate is hired. If contract signing is part of the company process, the contract can be signed before the candidate is moved to New hires.
A candidate can be created in Simployer One from different sources, such as:
- The Candidates tab in Simployer One
- Simployer One Recruitment, where synced candidates appear directly in the Candidates view
- An applicant tracking system, such as Teamtailor, if the integration is used
A candidate can be moved to the New hires tab when the company is ready to prepare the person for employment and activation in Simployer One. The candidate does not need to have a signed contract in Simployer One before being moved to New hires.
How does pre-boarding work in Simployer One?
Pre-boarding in Simployer One happens before the employee’s first working day. It helps the employer prepare the employee, collect required information, and complete internal tasks before the employee starts.
When an employee is invited through Employees > New hires > Onboard colleague, the user selects an onboarding template. The onboarding template does not start automatically for every new hire. The template starts when it is selected as part of the onboarding setup.
Who can start onboarding with an onboarding template in Simployer One?
Owners and Admins can start onboarding from Employees > New hires > Onboard colleague.
Managers can start onboarding only if they have a custom permission role that allows candidate creation. This is not a default Manager permission. The permission is configured under Settings > Permissions > Candidate creation.
A pre-boarding process can include:
- Completing mandatory profile information in the onboarding template
- Sending pre-boarding emails to the employee’s private email address
- Setting the employee’s access date
- Sending the invitation to Simployer One
- Triggering workflow tasks for stakeholders such as managers, HR, IT, Payroll, Facilities, or other departments
The exact pre-boarding activities depend on how the onboarding template and workflows are configured by the company.
Who participates in onboarding in Simployer One?
The onboarding process in Simployer One can involve Simployer One, internal stakeholders, and the new hire.
Simployer One automates onboarding activities, invitation emails, and workflow tasks
Stakeholders such as managers, HR, IT, Payroll, Facilities, or other colleagues complete assigned onboarding tasks
The new hire creates credentials, completes required new hire fields, and completes assigned onboarding tasks
What happens on the first workday in Simployer One?
On the employee’s first workday, the employee can move from New hires to Employees, depending on the onboarding status and invitation setup.
If the employee has been invited with an onboarding template, the employee first creates credentials and completes the required new hire fields from the onboarding template. After the required fields are completed, the employee gets access to Simployer One according to the permission role assigned to them, such as colleague or manager.
The access the employee gets depends on the permissions configured for that employee in Simployer One.
How do onboarding templates and workflows relate in Simployer One?
An onboarding template controls the onboarding experience for a new hire. The template can include information, required fields, emails, and tasks. Different onboarding templates can be used for different employee groups or onboarding processes.
Workflows are used to assign tasks to stakeholders or, where applicable, the new hire. Workflow tasks can be scheduled before, on, or after the employee’s first working day.
Examples of workflow tasks include:
- Ordering equipment
- Preparing accounts and system access
- Setting up payroll
- Preparing the workplace
- Scheduling manager follow-up meetings
- Completing mandatory training or policy acknowledgements
What is the typical onboarding flow in Simployer One?
A typical onboarding flow in Simployer One looks like this:
- A candidate is created in Simployer One, synced from Simployer One Recruitment, or imported from an integration.
- If contract signing is part of the company process, the employment contract is signed.
- The candidate is moved to New hires.
- The employer prepares the employee before the first day.
- An Owner, Admin, or Manager with the custom candidate creation permission starts onboarding from Employees > New hires > Onboard colleague and selects the correct onboarding template.
- Simployer One sends invitation emails and pre-boarding emails according to the selected setup.
- Stakeholders complete assigned pre-boarding tasks.
- The employee creates credentials and completes required new hire fields.
- The employee gets access to Simployer One according to their assigned permission role.
- Stakeholders and the employee complete any remaining onboarding tasks after the first workday.
How does offboarding connect to onboarding in Simployer One?
Offboarding is the final stage of the employee lifecycle in Simployer One. Where onboarding gives an employee access and prepares them to start work, offboarding ends employment, removes access, and handles the employee record according to the company’s offboarding process.
Use the separate offboarding article for exact steps: How do I offboard an employee from Simployer One?
FAQs
Does an onboarding template start automatically for every new hire?
No. An onboarding template is selected when you start onboarding from Employees > New hires > Onboard colleague. Different onboarding templates can be available, depending on how the company has set up onboarding.
Can onboarding include tasks for both the employer and the new hire?
Yes. An onboarding template can include employer tasks and new hire tasks. The exact tasks depend on how Owners and Admins have configured the onboarding setup.
Can Managers start onboarding in Simployer One?
Yes, but only if the Manager has a custom permission role that allows candidate creation. Owners and Admins can start onboarding by default.
Does this article explain how to offboard an employee?
No. This article explains the concept and lifecycle. For exact offboarding steps, use: How do I offboard an employee from Simployer One?
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