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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.
Go to Add Employee or Organization > Employees > Add Employee. The wizard will take you through the key steps of adding an employee, and offer you the chance to personalise the Onboarding Portal for them. Note, on the Work Profile tab that you do not need to provide a work email address as this can be added at a later date.
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 employee will not be granted access to the Onboarding Portal.
Tick which access to the system you wish the new starter to have and then tick Onboarding Access followed by Yes to set up the Onboarding Portal for them now.
Click Next where you will be taken to the Onboarding page.
The Onboarding Config page will allow you to make changes to the Onboarding Portal specific to the new starter. You're able to make changes to the following:
- Company Name
- Company Welcome Message
- HR Welcome Message (First Day instructions)
- Team Manager Welcome Message
- Team Access
- First Day Location (including Custom Location)
The Company Name, Company Welcome Message and HR Welcome Message text boxes will show you the default message as configured on the Company Onboarding Page, for details on this, please take a look at the following article: Configuring the Onboarding Portal for your Company.
The Team Manager will receive an email when the user is added to Appogee HR which will direct them to configure the Manager Welcome Message. This can be edited by the HR Manager as well.
The Team access will automatically select the team the user is joining, HR Managers will be able to add any other team and Team Managers will be able to add any other team they manage.
First Day Location will automatically select the Default Office Location as configured on the Company Onboarding Page, if multiple Office Locations have been added, HR Managers will be able to select another. There is also the ability to add a Custom Location specific for the new starter's first day, e.g. a customer's office. If you use a Custom Location this will not be saved to the Office Locations list.
When you're happy with the changes, you can Preview the Portal to check what the new starter will view, Save it as a Draft or Enable Login by using the button in the top right corner.
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. Onboarding is automatically disabled for new starters added through this method, so to enable it, just head to the Onboarding tab on the left. They will appear in the Onboarding table as login disabled and Onboarding Content status set to disabled.
To switch on access to the portal, click 'Configure'. This will take you to the Onboarding Config of the employee.
The page will show you the default set up of the Onboarding Portal for the company, you can make changes to this for the specific user. When you're happy with the changes click Save Draft.