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Configuring the Onboarding Portal for your Company

In this article: 

Configuring the Onboarding Portal for your Company

Onboarding for Team Managers

Previewing and editing the Portal



The Onboarding Portal helps you get new starters to feel at home in your organization quickly as well as getting them productive quickly by dealing with routine induction tasks before their first day. t’s possible to add new starters to Appogee HR prior to their start date, to assist with their Onboarding into your company. They will be given access to the Onboarding Portal, which you can configure, and is a place for them to give you their personal information as well as a chance to review company documents or upload their personal records.  They will also have the ability to let you know of any upcoming leave or sickness they may have and will be given a chance to ‘meet’ their colleagues. 



Configuring the Onboarding Portal for your Company 


This configuration needs to be carried out by a user with the Admin role. Configuration of the Onboarding Portal is in two parts - configuration on the Company level & configuration for the joiner. 


Go to Process Config > Onboarding Portal. 


Work through each of the tabs to configure the portal from a Company Perspective. 


Home

Home is the tab that handles general defaults for the Onboarding Portal which saves time when enabling it for a new starter. 


Company Welcome Message - this is typically a message from the CEO or Upper Management. The following placeholder text can be used here:  [first_name], [last_name], [email], [start_date], [job_title], [company_name]. When switching on the Onboarding Portal for an individual, this information will auto-populate with their details and can be overridden if necessary. 


HR Welcome Message - this will show in the Onboarding Portal for the individual under the section 'Your First Day - What to expect' and is a guide which can include important information such as parking or who to report to upon arrival. The following placeholder text can be user here: [first_name], [last_name], [email], [start_date], [job_title], [company_name]. This can be overridden on a per employee basis. When switching on the Onboarding Portal for an individual, this information will auto-populate with their details and can be overridden if necessary. 


Office Address - this will show a joiner where to go on their first day. You can choose from a list of configured addresses. If there are not any configured, or you need to add one, you can do so by clicking the link or going to Organization > Office Locations. 



Profile

Select which information you would like joiners to provide in the Onboarding Portal by switching on the relevant field names. This page will show all fields you have set up in your Appogee HR, including any custom fields. If you do not select any of the fields on this config page, the My Profile section will not show in joining employees' Portals. Ensure you check the security of these fields is accessible by Employees by going to Process Config > Categories and Fields > Field Security. Access cannot be given to fields with security set to No Access or Masked. You can also configure which fields are Onboarding fields from the Field Config page, where you can additionally select which ones are mandatory for joiners. 


You can also configure the Intro Text which will appear to joining employees when they visit the Profile page. Use this to give them instructions on what to fill out. 



Employee Records 

You can request new starters to upload any records to the Portal before their first day. This could include scans of right to work documentation or exam certificates. Use the Record Category dropdown to select which Record Category you are requesting and enter text in the Record Upload Message field to explain to them what you are requesting. Click the green +Add button each time. Once you've added a record, you have the option to edit the details or delete it completely. 


You can also configure the Intro Text which will appear to joining employees when they visit the Employee Records page. Use this to give them instructions on what to upload or provide.



Company Documents

Use the toggle switches to enable access to any Company Documents you wish new starters to see and acknowledge. Note that acknowledgements will be recorded using the joiner's personal email address until they have been assigned a work email.


You can also configure the Intro Text which will appear to the joining employees when they visit the Company Document page. Use this to give them instructions on what to read. 



Pre-book Leave

You can give new starters an opportunity to advise you of any leave or sickness they have already planned. This will create a pending request and an approval will go to their manager.



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Onboarding for Team Managers


Part of the Onboarding Portal includes the opportunity for a Team Manager to welcome the new employee to the team. As a Manager, you're able to configure a Default Welcome Message which will apply to all new starters in your team. If you'd like, you can also configure this per employee. When they are added to Appogee HR by your HR Manager, you will receive an email linking you to the Onboarding page, where you can customise the default message, or create one from scratch. 


It's possible to configure your Team Manager default message at any time from the Onboarding section of the side menu. You can use the following placeholder text:  [first_name], [last_name], [email], [start_date], [job_title], [company_name].




As a Team Manager, you'll receive an email when a HR Manager has enabled the Onboarding Portal for a new starter in your team. This will offer you the opportunity to send a personalised Welcome Message to them. The Onboarding item in the left menu will also show you how many employees with access to the Onboarding Portal you have. 



When you have employees in the Joining status, you'll be able to configure a personalised message for them. This can be based on the Default Welcome message or rewritten completely. Once you're happy with it, click Send Message. The new employee will receive an email with a prompt to log into the Onboarding Portal. 


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Previewing and editing the Portal


It's possible to Preview the portal for any user with Joiner status at any time by going to the Employee page. You'll also be able to make any changes to the portal and switch it of entirely if you need. 


Go to Organization > Employees > Joining. Any user with the Joining status will show here. 


Click on their name to open the profile information. You can add the work email here if you have one. 


Click the Onboarding Portal tab. Here you have the ability to preview the portal as the new starter would see it, disable it completely or make any changes. 





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