Employee onboarding and offboarding
Overview
The Employee onboarding and offboarding module manages the onboarding and exit process according to a template prepared in advance. It is not an ordinary tick-off task list - the individual checklist steps genuinely create records in the related modules (training, examinations, contracts, assets, tasks, forms) and their completion is read directly from the status of those modules. The module therefore acts as a control centre that verifies whether an employee's onboarding or departure was carried out in line with the company standard, and draws attention to both upcoming and overdue deadlines.
In the application's left-hand menu the module appears under the shortened name Onboarding & exit because of the limited width of the menu. It is the same module that this documentation and the website describe as Employee onboarding and offboarding.
Key features of the Employee onboarding and offboarding module
- Starting an onboarding or exit process according to the template assigned to a job title
- Automatic creation of related records (training, examination, contract to be signed, task) when the process is started
- Automatic reading of item completion from the related modules, without any manual ticking off
- The My Entries overview listing the tasks the logged-in user is expected to handle
- Printing of the onboarding or termination form incl. a list of unreturned assets and signature fields
- Automatic startup of processes based on the employee's start date or departure date
- Automatic e-mail reminders for upcoming and overdue item deadlines
Nine checklist item types in the Employee onboarding and offboarding module
The Employee onboarding and offboarding module distinguishes nine checklist item types. For typed items the status is read automatically from the related module, and therefore they cannot be marked as completed manually - they can only be marked as Not applicable. The only exception is the manual item, whose completion is confirmed directly in the dialog.
| Item type | What happens when the process is started | Where completion is read from |
|---|---|---|
| Training | The training defined in the template settings is assigned to the employee | The status of the training assignment in the Employee training module |
| Occupational health examination | An examination is scheduled, incl. pre-filling of the job category and risks according to the job title | The examination date and the conclusion of the assessment in the Occupational safety module |
| Personal Protective Equipment | Nothing is created - issuance requires a size and a stock variant, which cannot be determined automatically | Protective equipment missing according to the standard for the position; for an exit process, the items not returned |
| Contract to be signed | A contract is created from the template and its attachments are copied to it | The contract signature status in the Employees module |
| Transfer of Property | Nothing is created | For an exit process: what the employee still has recorded in the Asset Register |
| Task | A task is created with a deadline according to the template settings | The task completion date in the Tasks module |
| Document to be read | Assigned in the same way as training - it uses a text to be read and a confirmation with an IP address | The assignment status in the Employee training module |
| Form to be filled out | Nothing is created - an empty form row would distort the completion statistics | The existence of a completed form dated after the process was started |
| Manual item | Nothing is created | Ticked off directly by the responsible user or by a person with write permission |
Note: If someone deletes the linked record in the other module, the item in the Employee onboarding and offboarding module returns among the uncompleted ones on its own. If the required module (Employee training, Occupational safety, Asset Register, Tasks, Forms) is not enabled for the company, the corresponding item type is not offered at all.
Access and settings
How to open the Employee onboarding and offboarding module
Open the Employee onboarding and offboarding module from the main menu via Employees → Onboarding & exit. The module has three tabs: My Entries, Hires and terminations and Templates (the last tab is visible only to users with the Creation and Editing permission). A user with the Deleting and Recycle Bin permission additionally sees the Deleted button, which opens the shared recycle bin of the module.
Settings of the Employee onboarding and offboarding module
You will find the settings of the Employee onboarding and offboarding module via Settings → Onboarding & exit. The settings are divided into two tabs: User rights and General settings. Access to the settings is reserved for module administrators.
User rights in the settings of the Employee onboarding and offboarding module
The User rights tab displays two tables: a matrix of job titles and a matrix of individual users. For each position or user you select one of six access levels by clicking the relevant column; the Select all button assigns that level to the entire column at once. The resulting access level of a particular user is always the higher of his own permission and the permission of his job title.
General settings of the Employee onboarding and offboarding module
The General settings tab contains the Notify before expiration field,
where a cascade of notifications in days separated by semicolons is entered (for example
30;14;7;0) - an empty value switches the notifications off. It further contains the
Send reminders to the process sponsor as well switch and the
Termination Form text field, whose text is printed at the end of the termination form.
Automatic Process Startup
The Automatic Process Startup section in the settings of the Employee onboarding and offboarding module contains two switches: Start the onboarding process based on the start date and Start the termination process based on the departure date. Automatic startup applies only to employees whose start or departure date falls after the day on which you enable the option - older records are not backfilled. After the first activation, information about the date from which automatic startup applies is also displayed.
User rights in the Employee onboarding and offboarding module
Access to the Employee onboarding and offboarding module is governed by six permission levels. The level is set in the module settings and applies to reading, editing and deleting processes, templates and their items.
| Permission level | What it allows |
|---|---|
| No access | The module is not displayed to the user at all |
| Only their own | Sees only the processes in which he is himself the incoming or departing employee |
| Their own and their subordinates’ | Additionally sees the processes of his subordinates |
| View all | Sees all processes in the company, but without the option to create or edit them |
| Creation and Editing | May start and edit processes and create and edit templates and their items |
| Deleting and Recycle Bin | May additionally delete processes, templates and their items and browse the recycle bin of the module |
Note: Even a user without a sufficient level may open the detail of a particular process if he is listed as the responsible person for one of its items - otherwise the link from the My Entries tab would take him to an insufficient access message.
User interface
Main screen of the Employee onboarding and offboarding module
The main screen of the Employee onboarding and offboarding module consists of three switchable tabs above the table: My Entries, Hires and terminations and Templates. The active tab is always highlighted. The My Entries tab is the default, because the module is most often opened by a person who has something to handle, not by the person who administers the processes.
The My Entries tab
The My Entries tab in the Employee onboarding and offboarding module displays a table of the tasks awaiting the logged-in user across all running processes. The default view shows only uncompleted items - the Show completed items as well switch adds those that have already been handled. The table contains the columns Term, Employee, Type, Item and Status.
The Hires and terminations tab
The Hires and terminations tab in the Employee onboarding and offboarding module contains an overview of all started processes the logged-in user is entitled to see. The Start Process button opens the dialog for creating a new hire or termination. The table shows the columns ID, Employee, Type, Start/End Date, Procedure (the number of completed items out of the total), Past the deadline (the number of overdue items) and Process guarantor.
The Templates tab
The Templates tab in the Employee onboarding and offboarding module is available only to users with the Creation and Editing permission - it is module administration, not everyday work. The Add record button creates a new template. The table shows the columns ID, Title, Type, Job Title, Number of items and Status (active / inactive).
Process detail in the Employee onboarding and offboarding module
Open the process detail by clicking a row in the Hires and terminations tab. The header shows the employee's name, the process type and a status badge. The Basic details card summarises the employee, the start/end date, the guarantor, the template used and the completion progress. Below it there is a table of the individual checklist items with the columns Item, Responsible user, Term, Status and Actions - in the Actions column, typed items display a direct link to the related module (for example to the Employee training or Occupational safety module).
Template detail in the Employee onboarding and offboarding module
Open the template detail by clicking a row in the Templates tab. The
Basic details card shows the assigned job titles and the note for the template.
The Template entries card contains a table of the individual items with the columns
Item, Responsible person, Term (displayed as a shift in days, for example
+7 days or -14 days), Create automatically and Actions with icons for
editing and deleting.
Basic operations
Procedure: Starting an onboarding or exit process
You start a process in the Employee onboarding and offboarding module with the Start Process button on the Hires and terminations tab.
- Select the Employee field - it can no longer be changed once the process has been started
- Select the Type: Hire or Termination - it can no longer be changed once the process has been started
- Select the Template according to which the checklist items are created; choosing No template creates an empty process and you add the items manually
- Fill in the Start/End Date
- Check the Process guarantor field - it is pre-filled with your name; if you leave it on the Choose option, the process takes over the default guarantor set in the template
- Optionally fill in the Note
- Click Save
Note: In the Employee onboarding and offboarding module, one employee can have only one running onboarding process and one running exit process at a time. An attempt to start a second process of the same type is rejected by the system.
Procedure: Editing a started process
In the Employee onboarding and offboarding module you edit a started process with the Edit record button on its detail.
- Open the process detail from the Hires and terminations tab
- Click Edit record
- Employee and Type are locked and cannot be changed - the process items may already have created records for a particular person in other modules
- Edit the Start/End Date, the Process guarantor or the Note
- Click Save
Procedure: Completing a checklist item
You complete a checklist item in the Employee onboarding and offboarding module by clicking the check mark icon in the item's row on the process detail. The dialog can be opened by the item's responsible person or by anyone with the Creation and Editing permission.
- Click the check mark icon next to the checklist item
- For a manual item, fill in the Completion date and optionally the Note, then click Completed
- For the other (typed) items, the status is read from the related module and cannot be set manually - only the Not applicable button is available
- If the item has already been handled and you want to revert it, use Return to Uncompleted
Tip: Marking an item as Not applicable is the only manual change that the automatic status recalculation from the related module does not overwrite - it is useful for items that do not apply to a particular employee.
Procedure: Closing a process
You close a process in the Employee onboarding and offboarding module with the Close Process button on its detail.
- Open the process detail
- Click Close Process
- Confirm the question Do you really want to close the process? Unresolved items will remain visible. by clicking Yes
A process can be closed even with mandatory items left uncompleted - after closing they remain visible in the detail as uncompleted, but the process items can no longer be changed.
Procedure: Creating a template
You create a new template in the Employee onboarding and offboarding module with the Add record button on the Templates tab.
- Fill in the Title of the template
- Select the Type: Hire or Termination
- Optionally select one or more Job Titles - if you do not select any, the template applies to all positions
- Select the default Process guarantor
- Optionally fill in a note and tick Active
- Click Save
Procedure: Adding an item to a template
You add a template item in the Employee onboarding and offboarding module with the Add record button on the Template entries card in the template detail.
- Select the Type of the item - only types whose related module is enabled for the company are offered
- Fill in the Title of the item
- For the Training, Document to be read, Occupational health examination, Contract to be signed and Form to be filled out types, select the specific target (e.g. a particular training course or contract template)
- Set the Responsible person and, where applicable, the supplementary field according to the selected method
- Fill in the Term as the number of days from the start/end date; a negative value means days BEFORE that event
- Tick Required field if completion is to be mandatory
- Tick Create automatically if a record in the related module is to be created immediately when the process is started
- Click Save
Determining the responsible person for a template item
For a template item in the Employee onboarding and offboarding module, the responsible person can be determined in five ways: A specific user, Job Title (handled by any of its holders), the Supervisor of the incoming employee, the New employee himself, or the Process guarantor. Example: for an Occupational health examination item the responsible person is usually the HR officer as A specific user, whereas for a Form to be filled out item the person typically responsible is the New employee himself.
Note: If the responsible person cannot be resolved (the employee has no supervisor set, or nobody active holds the given position), the item is taken over by the process guarantor.
Deleting records and the recycle bin of the Employee onboarding and offboarding module
A process, a template and their individual items can be deleted in the Employee onboarding and offboarding module only with the Deleting and Recycle Bin permission. Deletion is always confirmed with the question Do you really want to delete this record?. The recycle bin is shared by the whole module, not by an individual tab, and it is divided into four sections: Employee onboarding and offboarding (deleted processes), Process entries, Templates and Template entries. You open it with the Deleted button on the main screen of the module.
Advanced features
Printing in the Employee onboarding and offboarding module
The Employee onboarding and offboarding module offers three printed outputs in PDF format.
Onboarding Form / Termination Form
You print the onboarding or termination form with the Print button on the process detail. The document serves as proof that the individual onboarding or exit steps have been carried out, and therefore it contains a signature field for both the employee and the guarantor. For an exit process it additionally contains a list of unreturned assets with their inventory numbers - this is the main reason why the HR officer prints it and takes it to the handover meeting.
Request for an Occupational Health Examination
You print the examination request directly from an item of the Occupational health examination type on the process detail, using the button next to that item. It is a ready-made document for the provider of occupational health services.
PPE Record Sheet
You print the record sheet for personal protective equipment from an item of the Personal Protective Equipment type on the process detail. The document is used to record the protective equipment issued to and returned by the employee.
In addition to these three reports, the Employee onboarding and offboarding module offers in all its tables the standard Excel button for exporting the displayed data - the module has no separate XML export.
Bulk operations in the Employee onboarding and offboarding module
The Employee onboarding and offboarding module does not offer bulk operations on processes or checklist items - each process is started, edited and closed individually and each item is completed or marked as not applicable separately. The only bulk action available is setting the access permission level for an entire column of positions or users with the Select all button in the settings of the module.
Automatic process startup based on the start and departure dates
The Employee onboarding and offboarding module can create an onboarding process itself based on the employee's start date, or an exit process based on his departure date, if this function is enabled in the general settings of the module. For an automatically created process, the template is selected according to the employee's job title; if no specific template is linked to the position, the template valid for all positions is used. Automatic startup applies only to employees with a date after the day the option was enabled - older records are not backfilled, so that the first activation does not create processes for all existing employees at once.
Automatic reminders for item deadlines
The Employee onboarding and offboarding module recalculates running processes daily and sends e-mail reminders for upcoming and overdue checklist item deadlines. The cascade of notifications is configured in the general settings of the module as the number of days before the deadline, separated by semicolons. Only one reminder - the most urgent one reached - is ever sent at a time, so that several e-mails do not arrive at once after an outage of the sending mechanism. The reminder is sent to the item's responsible person and optionally also to the process guarantor. Moving an item's deadline resets the notification cascade, so that notifications for the new deadline arrive again from the beginning.
Integration with other modules
The Employee onboarding and offboarding module is an orchestrator over several other modules - it does not create its own data storage for completion, but reads and, where applicable, also creates records directly in them.
| Module | Link with the Employee onboarding and offboarding module |
|---|---|
| Employee training | Items of the Training and Document to be read types create a training assignment and read its completion status |
| Occupational safety | Items of the Occupational health examination and Personal Protective Equipment types schedule examinations, print requests and record sheets, and monitor the protective equipment standard |
| Employees | An item of the Contract to be signed type creates a contract from a template and reads its signature status |
| Asset Register | An item of the Transfer of Property type determines, in an exit process, what the employee still has recorded in the register |
| Tasks | An item of the Task type creates a task with a deadline and reads its completion date |
| Forms | An item of the Form to be filled out type reads whether a completed form exists dated after the process was started |
Troubleshooting
Frequently asked questions about the Employee onboarding and offboarding module
Question: Why can a checklist item not be ticked off manually as completed?
Solution: In the Employee onboarding and offboarding module, the status of typed items (training, examination, contract, assets, task, document, form) is read directly from the related module. Complete the action in the relevant module (for example sign the contract or finish the task) - the item status is then updated automatically. If the item does not apply to the employee, use the Not applicable button.
Question: Why has a previously completed item reappeared among the uncompleted ones?
Solution: In the Employee onboarding and offboarding module, the completion of a typed item is derived from the status of the linked record. If that record was deleted in the related module, the item automatically returns among the uncompleted ones.
Question: Why is it not possible to start another onboarding or exit process for the same employee?
Solution: The Employee onboarding and offboarding module allows only one running onboarding process and one running exit process per employee at a time. First finish or close the existing process of the same type.
Question: Why was nothing created in the related module for a Personal Protective Equipment or Transfer of Property item?
Solution: For these types this is intentional - the issuance of protective equipment requires a size and a stock variant, and the transfer of assets depends on specific items, which is why the Employee onboarding and offboarding module only offers a link to the relevant module, where you complete the action manually.
Question: Why can I not see the Templates tab in the Employee onboarding and offboarding module?
Solution: The Templates tab is intended for administering the module and is therefore available only to users with the Creation and Editing permission. Ask the administrator of the module to raise your permission level.
Question: Why is the type I need to set missing for a template item?
Solution: The Employee onboarding and offboarding module offers only those item types whose related module is enabled for the company. If a type is missing, verify with the administrator whether the relevant module (Employee training, Occupational safety, Asset Register, Tasks, Forms) is active.
Tips for working efficiently with the Employee onboarding and offboarding module
- Tip: Build your templates according to individual job titles - the module then selects the correct one itself, both when a process is started and during automatic creation.
- Tip: For items that must be finished before the employee starts (for example preparing a laptop), set a negative deadline shift in the template, for example -14 days.
- Tip: Monitor the My Entries tab regularly - it shows only what really awaits your action across all running processes.
- Tip: Close the process even if optional items remain uncompleted - they stay visible in the detail and nothing prevents you from formally finishing the process.