Onboarding - Client Guide. March 2018

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1 Onboarding - Client Guide March 2018

2 Onboarding client user guide The online onboarding feature allows you to make all contracts, offer letters and any forms or documents to be completed as part of your new starter processes fully available to your chosen candidate in just a few clicks. Everything can be completed by candidates quickly and easily via the secure candidate portal, tracked by the recruiter in real-time and completed in a fraction of the time of posting documents, with no printing, postage or hassle. Initial contracts and other onboarding documentation is initially set up by us within Jobtrain and different packs of documentation for each role type are created. Once it s all ready to go, simply select the candidate you want to onboard, enter the offer details in their new starter form and choose which onboarding pack they should receive. Jobtrain then generates all the documentation online and makes it available to the candidate. A tailored and personalised can also be automatically sent to the candidate to ask them to login to their profile. When the candidate has logged in, they will see their personalised onboarding documents. From here, they can choose to view, print, accept and decline their documents. If a candidate declines a document, they are asked to provide reasons why. An automated referencing functionality is also available as part of this feature. Referees are asked to log into a separate secure portal to complete an online form and once completed, Jobtrain will mark it as returned in the onboarding dashboard. This guide includes information on: Setting up contracts o Contract sections o Contracts Onboarding settings o Document types o Document library o Onboarding settings o Onboarding templates Automated referencing Onboarding process FAQs 2

3 Setting up contracts - contract sections The first step in creating new onboarding contracts is to create the contract sections. These are designed to either add the whole contract in one section or create separate sections for each clause or section of the contract. 1. Click on User > Communications > Letter Options > Contract Sections and select New Contract Section 2. Give the contract section a title. If you're adding contracts in one section, give this the same title as the contract will have; if using to add a section or clause, give this section the name of the clause/section 3. Enter the information into the box and use the available tools in the formatting box to format the wording. As with any copied wording, it is advisable to copy the wording into Notepad before copying into the system to ensure all hidden formatting is removed 3

4 Setting up contracts - contract sections continued To enter merge fields, place the cursor in the content area of the document, then click Insert/Update Data Field 5. Select the required merge field from the list and click OK. NB: Merge fields added to the merge field list from the New Starter Form will appear under the "Table Type" of StarterForm, as below. 6. Once you are happy with all formatting and have all required merge fields are added, click Save then Close Complete as many contract sections as required before moving onto the next stage. 4

5 Setting up contracts - contracts Now the contract sections have been created, you can begin to create the contracts. 1. Click on User > Communications > Letter Options > Contracts and select Create New Contract. 2. Under Subject, enter the contract name (you don t need to include Location or Department) and click Save 3. Once saved, the Insert Contract Sections button will display. Click on this and select all contract sections that should be included in this contract (you are able to select all required sections at once) then click Save and Close. 5

6 Setting up contracts contracts continued If the sections aren t in the correct order, simply click and drag them around until they are in the correct order. Once the section order is complete, click Save then Close. 6

7 Onboarding settings Each onboarding settings section described below can be found by clicking on User > System Settings > Onboarding Setup. Before setting up the Onboarding Templates, there are a few sections to complete under Onboarding Setup. Document Types In this section you can categorise the documents that are added to the onboarding document library. This is normally set up with one label of Onboarding, however you can add as many categories as you feel are useful - for instance handbooks, useful guidance, polices, etc. Document Library This is where all other documents are added for the contracts to be added to the Onboarding templates. To add a new document to the library 1. Go to the Document Library and click on New Document 7

8 Onboarding settings continued Enter a document name under Description and a candidate-friendly title under For Candidates. Select the required Document Category from the drop down (these options are controlled by the Document Type section) 3. Click Choose File to browse and select the required file from your computer. When chosen, click Save and Close NB: there is an upload limit of 1MB per document. 4. Repeat these steps until all required documents are uploaded 8

9 Onboarding settings The customise tab allows the onboarding process to be customised, for example, by confirming things like which s are automatically triggered and which status starts the process. What each section means: Onboarding status: the status that the candidate will sit at when the onboarding process is started Onboarding agreed select here which should be sent once the candidate has completed their onboarding Onboarding declined select here which should be sent to candidates that have rejected one or more documents in their onboarding template Onboarding complete select which should be sent once a candidate s onboarding has been checked and marked as complete by the new starter admin Invalid information select which should be sent if the candidate provides one or more pieces of incorrect information, or misses an important piece of information on a submitted document. To send this , the recruiter marks the document as invalid, which then triggers this to the candidate Onboarding text: this section allows you to customise the onboarding documents page (visible on the candidate side) to include guidance and/or a welcome message to candidates 9

10 Onboarding settings continued... The Document(s) List tab is where you describe each document section in the onboarding templates. Also add a short label for each corresponding section in the New Starter tile on your homepage. NB: Each template can hold a maximum of 12 documents, however documents can be combined to save space. Tip: Where possible, try to add more generic titles that will be relevant to all onboarding templates - for instance, if some templates will have contracts and others will have offer letters and contracts combined, title the section as offer letter/contract. This will then save on using an additional section if a user has lots of documents to add to each template. 10

11 Onboarding templates The final step to set up onboarding is to create the onboarding templates. 1. In Onboarding Templates, select New Template from the left-hand menu 2. Give the template a name and click Save. When the page has saved, all the onboarding sections will display 3. To add contracts, click Add on the Contract column, select the correct contract and click OK 11

12 Onboarding templates continued To add other onboarding documents, click Add on the Document column, select the correct document and click OK 5. As documents are added to the template, the title of the document will display in the Document/Contract/Onboarding Forms column. If the candidate needs to download or upload the document, tick the Upload box next to that document. 6. When all documents are added, click Save then Close. NB : Once a document is added it cannot be deleted. If a document needs to be removed, either click Add again and select the correct contract/document or if you did not want to add anything in the section for that template, delete the template and start again. 12

13 Automated referencing The online referencing feature comes as standard as part of the onboarding feature, however it needs to be set up separately. When the process is started, the referee receives an containing randomly-generated log in details which asks them to log into a separate referencing portal where they complete a bespoke online reference form for the chosen candidate. Once they have submitted the reference, the log in details expire and can no longer be used. NB Currently, it is only possible to start automatic references when onboarding is started for a candidate; it is not possible to start these references at a later stage. 13

14 Onboarding process - onboarding a candidate 1. Against a job, click on the list of candidates icon 2. Tick the box next to the candidate who should start onboarding and click the New Starter Form button in the left column 3. Complete all required information on the new starter form, then click Save and Close 14

15 Onboarding process - onboarding a candidate continued Ensuring the box is still ticked against the candidate, click Start Onboarding button in the left-hand menu 5. The Onboarding Setup page will now display. Select the onboarding template for the role from the Onboarding Template drop down Then, select a New Starter Admin - this should be the person responsible for managing the onboarding process for this candidate. Adding a new starter admin in this section will show the candidate s onboarding progress in that user s New Starter tile, so they can easily track their progress. NB Usually, superusers are set up to see all new starters in the New Starter tile, regardless of being added as new starter admin. 6. To use the online referencing feature, set the Start onboarding references drop down to Yes and select the relevant template from the for Referees lookup. When all fields are completed, click Save & Continue 15

16 Onboarding process - onboarding a candidate continued If you are sending out online references, the next page will display a list of the referees the candidate has provided. Select to request references from all or just a selection of these referees by selecting the tick box above the referee information. When all the required referees are selected, click Save & Continue 8. The next page below displays all documents attached to the chosen onboarding template. If required, the contract can be edited from this page as well as the ability to preview and replace documents or contracts with others in Jobtrain, using the buttons under each of the documents. Once the necessary changes are complete, tick the box next to Start onboarding for this candidate, then click Save & Continue. 16

17 Onboarding process - onboarding a candidate continued... Onboarding for this candidate has now started. The candidate s status will be automatically changed to match the one assigned in onboarding settings. NB: if an is included in the onboarding status, the candidate will receive a notification asking them to log in and complete their onboarding information. 17

18 Onboarding process the candidate experience When the candidate receives a notification to complete their onboarding, they log into the candidate portal as a returning candidate. When the candidate logs in, they will be able to access their onboarding documents against the job application by clicking on the Start Onboarding button. 18

19 Onboarding process the candidate experience continued... Clicking to start the onboarding process takes the candidate through to their personalised documents. Here, they can view each document then either download, complete and (if necessary) upload, or agree to or decline the document depending on what that document requires. NB: When a candidate accepts or declines, Jobtrain adds a time/date stamp which is visible from the client and candidate side. 19

20 Onboarding process - managing a candidate's onboarding For users with access to this functionality, the New Starters tile is a quick and easy way to track a candidate s onboarding progress. The My New Starters table shows who all new starters are that you have been assigned to as new starter admin and each new starter's progress at each stage. Superusers can typically see all new starters, regardless of whether they are assigned as admin. Within this page, you can also view the completed New Starter Form against each candidate and send them an or text message. There are several symbols in this section to highlight the progress of each candidate against each document. Each symbol is explained on the next page. 20

21 Onboarding process - managing a candidate's onboarding continued... My New Starters icons and what they mean This symbol means that the candidate has agreed to the terms of this document (or all references have been returned). This symbol shows that the candidate has declined this document. This symbol shows that the candidate has downloaded the document. This symbol shows that the candidate has re-uploaded the completed document This means that one or more reference has been returned but you are still awaiting the rest This means that you have sent references out but are still to receive them back from the referees From the new starter's table, clicking on a candidate s name will display a more detailed view of the onboarding information sent to the candidate and what areas are still outstanding. If you have asked for any documents to be completed and re-uploaded, you will also be able to view the completed form here. NB: If the candidate s onboarding needs to be reset (i.e. if they have been sent incorrect information), you can do this by clicking the Reset Onboarding Template. Please note, all existing onboarding information will be lost if you reset this. 21

22 Onboarding process - managing a candidate's onboarding continued... The second tab, Onboarding References, displays which references have been sent and which have already been returned. Clicking the Reference Form button will display the content of the reference and the option to print if required. When all onboarding has been completed and the recruiter has checked everything has been completed by the candidate, they confirm the candidate as Onboarding Complete. This removes the candidate from the onboarding tile and sends the onboarding complete (set in onboarding settings). The final step is to change the candidate s status to confirm the completion of the onboarding process, i.e. Onboarding Complete, Offer Accepted, etc. 22

23 FAQs Is there a limit to how many references can be sent out? As long as the references are sent out at the same time of starting Onboarding, you can send as many references out as you require (from the list that the candidate has provided). Can I send out references after/separate to starting the onboarding process? Currently, the process can only be started at the same time as onboarding; however future developments in this process could include this functionality. Can I send out a reference reminder to referees? Currently, this process can only be started at the same time as onboarding and there is no functionality to send out reminders without restarting the onboarding process, however future developments in this process could include this functionality. However it is possible to send out reference requests using the manual process - if you created an reminder template, this could be sent by ticking next to the candidate s name, clicking send , then reference request and selecting the correct referee and reminder template. Still have questions? Our support team or your Client Success Manager will be happy to help answer any further queries. Tel: +44 (0)

24 Jobtrain.co.uk