Onboarding
Manage the tasks that must be completed to onboard associates to your organization. Configure your onboarding tasks by:
defining the tasks that people can see – Everyone or Nobody creating your own onboarding tasks
reordering the tasks to fit your needs
You may configure onboarding tasks that the following roles must complete: a new Employee
the HR Manager
the Business Unit Admin
Each task is associated with two people:
1. The person to whom the task is assigned for completion.
2. The person who is assigned to monitor the completion of the task.
The list associated with each person includes their assigned tasks. To view who the task is assigned to monitor the completion of the task, click on the specific task.
There are several default onboarding tasks that may be assigned to Everyone or Nobody. Default Onboarding Tasks – Employee Tasks
The following tasks must be assigned to Everyone. What to Expect
Your Information
The following tasks may be assigned to Everyone or Nobody. Emergency Contact
Employment Eligibility (I-9) Federal Withholding (W-4) State Withholding
Tax Credit Eligibility Payment Method
Default Onboarding Tasks – HR Manager and Business Unit Admin Tasks The following tasks must be assigned to Everyone.
I-9 Employer Review and Verification
Complete Colorado Affirmation of Legal Work Status Document Only appears for locations in Colorado
The following tasks may be assigned to Everyone or Nobody. Setup Tax Withholding in Payroll System
Schedule New Hire Orientation Schedule Training
Deliver Uniform to New Employee Assign a Mentor
Schedule End of First Day Follow Up Meeting Schedule End of First Week Follow Up Meeting Input Payment Method into Payroll
Each of these tasks can be assigned to Everyone, Nobody, or you can use the Customize option to assign each task to specific jobs and states as necessary.
Task Settings
Each task has its own set of information. You can preview this information for each task.
1. Click directly on the task title in the list on the left side of the page. The information about that task’s settings appears.
2. Click
Save
to save your changes. Create a Custom TaskYou may create your own custom task to appear on the job application. And, you may assign this section to All Jobs, Specific Jobs, or No Jobs.
1. Select
Employee Tasks
,HR Manager Tasks
, orBusiness Unit Admin Tasks
. 2. ClickAdd New
to create a new task.3. Type the Name of the task and a Description.
4. From the Attach drop-down list, select the type of item that you would like to attach to the onboarding task.
a. None
If you select None, then no item will be attached to the onboarding task. b. File
If you select File then you must click Browse and select the file from your computer. This file will be attached to the onboarding task. If requiring an eSignature, it is recommended that you use a PDF file type for the attachment.
c. Link
If you select Link then you must type the web address in the field provided. This link will be attached to the onboarding task.
d. Question
If you select Question then follow these steps to create a new question. This question will be attached to the onboarding task.
Type the question in the field provided. Select the type of question:
True or False: You may use True/False for any type of question that will have only two answers. Type the label you would like for each answer in the True/False Label fields.
Multiple Choice: Type the multiple choice selections to appear in this onboarding task. To allow a person to select more than one answer, check the Allow Multiple Sections checkbox. To add another choice, click
Add Another Choice
.Free Response: Select the Response Type. This type of answer can take many forms, such as single line, multiple lines, email, phone number, date, or number.
Click
Save and Close
.5. If you wish to require an e-signature, check the Requires Electronic Signature box.
When an e-signature is required, the new employee will see the task on one page and then the e-signature page when they click Next.
The e-signature page requires them to acknowledge their rights under the E-Sign Act. They can also click to view the E-Sign Act.
Then they enter their first and last name as their e-signature.
6. Assign the task to either the Employee, Business Unit Admin, or Human Resources Manager by selecting the appropriate role from the Assigned To drop-down.
7. Assign the monitoring of the task to either the Business Unit Admin or Human Resources Manager by selecting the appropriate role from the Monitored By drop-down.
8. Create a Spanish version of each custom section, question, and answer by using the
toggle. If a Spanish version is not entered, the task will include the English version of your customer questions and answers.
9. Click
Save
.10. Find this new task in the list and assign it to Everyone or select Customize to specify the Jobs and States that need to complete the task by clicking the drop-down in the Who Can See column.
Reorder Onboarding Tasks
To reorder the onboarding tasks:
1. Click the task on the left side of the page. 1. Drag the task to its new location.
The first two sections cannot be reordered. What to Expect
Your Information
Email Templates
From within PeopleMatter, you can send a rejection email to applicants who are no longer being considered for hire. A Primary Admin may customize this email.
This feature is turned OFF by default.
The Rejection Message is the only available template that can be modified currently. To edit this email template:
1. Click the
Rejection Message
template.2. Modify the Subject and Message as needed.
4. Click
Add Spanish Translation
to translate this email into Spanish. Applicants selecting Spanish as their language preference would see this email.5. The email template is turned OFF by default. To activate the template, slide the Status Bar to ON.
