Early Access: Using the New Onboarding Feature (Beta)

Using intelliHR's new Onboarding Feature will ensure you collect the right personal information from new starters prior to them being able to access the rest of your platform. To take advantage of our new Onboarding Feature, you will first need to configure and enable an Onboarding Form Template.  Click here to learn how.

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This article covers:

• Sending Onboarding Form Templates
• Pre-Onboarding Access

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Sending Onboarding Form Templates

1.  Navigate to the People tab and select Onboarding - Set up a new employee.

2.  Enter the employee's personal details. To create a person you will need to enter a Last Name and a unique email address, all other fields can be added at a later stage by you or the employee if required.

3.  You will need to Create a User Account on this page by selecting the checkbox 'Create a User Account'. This is ticked on by default.

4. Select the Access Type you would like to provision: 

• Pre-onboarding access (limited) - The new starter will only be able to access and complete their Onboarding Form and will be blocked from regular access until the date you select in the field "Platform access (enabled) date" after which their assigned permission group will take effect and they will have regular access to the platform. 

• Platform access (enabled) - The new starter will have regular access to the platform immediately. 
• No access (disabled) - This will block the user from accessing intelliHR. This is not recommended if you would like to use the Onboarding Forms. 

5. Review Send Welcome Email. This will send the Welcome Email to the new starter and allow them to set a password and access the platform from your "Platform Access (enabled) date" if you have selected "Pre-onboarding access (limited)" option or immediately if you have selected the "Platform access (enabled) option".

Alternatively, you can manually send this email from their User Account page at a later date. 

6. Select Collect personal details on first login and select the Onboarding Form Template you would like the new user to complete.

7. Enter a unique username and assign the required Permission Group(s). To learn more about Permissions, refer to Managing Permissions.

4. From here you can continue to Create Job or this can also be completed at a later stage if required. When creating a job, enter all required details for the job, position, reporting lines, position arrangements, recruitment and remuneration.

5. After creating a job this will trigger a set of job actions which gives you the option to add any Job Requirements necessary for the new role and apply an Onboarding Workflow with all forms that need to be sent to your new starter or to others about your new starter.

Note: You may wish to review your existing Onboarding Workflows and associated Onboarding Form Designs to ensure that you are not doubling up on asking for information from your New Starters. 

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Pre-Onboarding Access

intelliHR’s new onboarding process allows employees to provide their personal data prior to their start date without the need for full platform access. To ensure a seamless experience, a one-touch process is now available to provide them with simple, secure access.  Follow the below steps to set up Pre-Onboarding Access. 

1. When creating the new starter's User Account, select Pre-onboarding access (limited)

2. In Platform access (enabled) date field, enter the date you would like the new starter's regular access to be provisioned. This is usually their start date. 

3. Select Send Welcome Email. This will send the Welcome Email to the new starter and allow them to set a password and access the platform from your "Platform Access (enabled) date". 

4. Select Collect personal details on first login and select the Onboarding Form Template you would like the new user to complete.

5. Enter a unique username and assign the required Permission Group(s). To learn more about Permissions, refer to Managing Permissions.

7. The new starter will receive the User Welcome Pre-Start Email to their primary email inbox. 

8. When the new starter selects Start Onbaording, they will be taken to the pre-start onbaording login and will need to enter their email address attached to their intelliHR profile. 

9. The new starter will receive a 6 digit code to their email inbox that they will need to enter on the login page. This code will be valid for 5 minutes. They can request a new code by resubmitting their email address on the Verify Email screen. 

10. The new starter will be able to proceed with their onboarding process. 

Note: Login codes will not be visible in the Email Log. You will be able to see that the email has been sent but the contents of the email will not be visible.