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Configuring the Onboarding Portal for a new joiner

In this article: 

Configure the Onboarding Portal for a specific user

Enabling access for users who have been added through the integration or CSV import

Configuring the Onboarding Portal for Managers

It’s possible to add new starters to Appogee HR prior to their start date, to assist with their Onboarding into your company. They can 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.

This article details how to set up the Onboarding Portal for a specific user at the point of adding them to the system, or after you've added them to the system. 

For details on how to configure the Onboarding Portal for the company, please see this article: Configuring the Onboarding Portal for your Company.

Configure the Onboarding Portal for a specific user

Users with the HR Manager role can carry out all of the tasks covered in this section. Hiring Managers can customize a message for the joining employee - see section below. You can switch on the Onboarding Portal for new users when you add them to the system from the Add Employee section of the menu, employees will need to have a status of Joining and a Start Date in the future. You can activate the Onboarding Portal for any employee in the Joining Status. 

Prior to enabling the Onboarding Portal for an individual, make sure the Onboarding Configuration has been completed and the Office Location is on the list of configured locations in the Organization tab. 

NOTE: You will not be able to activate the Onboarding Portal upon the addition of users through the CSV import or the G-Suite/O365/Xero integration. You can still add employees this way, and then turn on the Onboarding Portal from the Employee Admin page. Please see more info below.

Go to Add Employee or Organization > Employees > Add Employee. The wizard will take you through the key steps of adding an employee, including personalising the Onboarding Portal for them.

Fill in the details on the Work Profile page. You'll notice the Work Email Address is not mandatory - this is so you can give access to a joining employee by providing their Personal email address.  Click Next. 

Set the Employee Status to Joining and give them an Employment start date in the future. If you set the status to Active or give them a start date in the past, the Onboarding Portal tab will disappear and you will not be able to activate it. Click Next. 

The Onboarding Tab is split into four sections: Setup, Location, Teams & Messaging. Work through each section to personalise the Onboarding Portal for this individual. Note, if you untick the box for Enable Access to the Onboarding Portal, the tabs will disappear. 

Enter the Employee's Personal email address to give them access to the Portal. Click Next. 

Select a location - this will show with the address and a point on the map for the new employee. Click Next.

Select which teams you would like the new employee to be introduced to. This will show on the My Colleagues section of the Portal and will provide their name, job title, how long they've been at the company and a short bio (if configured). By default the employee's own team will be selected, but you may wish to show them teams they report into or teams they manage but aren't a member of. Click Next. 

The Company and HR Welcome message will be auto-populated with the text you have configured in the Onboarding Portal Config, you can review and edit this to ensure the employee is receiving the correct messaging. You can use the following placeholder text:  [first_name], [last_name], [email], [start_date], [job_title], [company_name]

Click Next. 

The final tab on the Add Employee is for Appogee HR access and allows you to choose whether the new starter has access to HR and/or Leave on their start date. Once you're happy, click Add Employee.

Enabling access for users who have been added through the integration or CSV import

If you'd like to use the integration to add your employees, you can do this the normal way and then enable the Onboarding Portal once they're added to the system. Go to Organization > Employees > Joining. Click on the user.

You can make any changes to the user from here, and also enable the Onboarding Portal for them, to do this, click Onboarding Portal and then the green Enable Onboarding Portal button.

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Configuring the Onboarding Portal for 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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