Early Access: Configuring Onboarding Form Templates (Beta)

Collecting personal details from new employees is a crucial step of the onboarding process. To ensure that all necessary information is gathered seamlessly, System Administrators can customize Onboarding Form Templates. These templates dictate which fields of the intelliHR profile employees will need to review or fill out before proceeding further into the system.

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This article covers:

• Creating Onboarding Form Templates
• Editing Onboarding Form Templates

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Creating Onboarding Form Templates

1. Navigate to Settings > Onboarding Form Templates.

2. Click Create Template. 

3. Add a Name for the Onboarding Template (remember to be clear when naming, as this will be visible to anyone in your organization involved in onboarding new starters).

4. Select if you would like the Template Enabled using the tick box. This will determine whether or not this template appears as an option when onboarding new starters. If you are testing the feature and are not ready to roll this out across your organization, we recommend unticking this box.

5. Select what areas of the person profile you would like the new starter to be promoted to update or review. In the below example, by unticking the Show personal details section, the new starter would not be required to review or provide the details found in the Personal Information section on their intelliHR person profile.

• • What does each of the visibility options mean?
    • Required means the new starter will be required to enter information in that field and they cannot progress if it is left blank. 
    • Optional means the new starter can provide information in that field if relevant. We recommend that you mark the Preferred Name field as Optional because this would cause an employee's name to appear as Lyanna Lyanna Moreton if their first and preferred names are the same. 
    • Hidden means the new starter will not see that field as they move through Onboarding.
  • What can I configure in the Onboarding Form Template?
    • Personal Email Addresses - This includes Email Custom Fields if you have them configured. Note: Existing email addresses will not be editable.
    • Personal Phone Numbers - This includes Phone Number Custom Fields if you have them configured. Note: Existing phone numbers will not be editable.
    • Addresses - This includes Address Custom Fields if you have them configured. Note: Existing addresses will not be editable.
    • Medical Conditions - Note: Existing medical conditions will not be editable.
    • Work Rights
    • Person Custom Fields and Categories that you have configured. Click here to learn more about configuring custom fields. 

6. Add instructional text for the new starter in the Description. You can enter up to 1500 characters and can format using markdown. Click here to learn more about markdown. 

6. Once you have determined what fields and entered all explanatory text, click Create.

Note: You have the flexibility to include as many or as few Onboarding Form Templates as needed for your organization. However, it's essential to ensure that the template names are clear and intuitive so that every member of your team knows which one to assign.

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Editing Onboarding Form Templates

1. Navigate to Settings > Onboarding Form Templates.

2. Select the ... symbol next to the Onboarding Form you would like to edit. 

3. Select Edit.

4. Make any changes you require and select Save at the bottom of the page.