GETTING STARTED WITH ONBOARDING: SETUP & CUSTOMIZATION TRAINING HANDOUT

Transcription

1 GETTING STARTED WITH ONBOARDING: SETUP & CUSTOMIZATION TRAINING HANDOUT

2 Instructions: Use this handout to apply the best practices shared during the training session to your organization. Review the key takeaways below and use the space in the application sections to enter in your thoughts or responses. The Benefits of Automated Onboarding: How will it benefit you? Engaged New Hires In addition to a reduction of paperwork, there are many other benefits to using automated onboarding let s think about the challenges you mentioned at the beginning of the course, and see how automated onboarding can help resolve those concerns. Happier Managers When automated onboarding is used as part of a hiring process, time that managers would have spent doing paperwork can be freed up to have additional face-to-face time with new hires. This makes the process easier and more time saving for managers. Customization Every company (even companies in the same industry) have different needs for their onboarding process. Automated onboarding allows each company to customize their process and the tools used to complete it. Reduction in Errors With the addition of each piece of data (such as background checks, drug screenings, and other verifications) comes the possibility of an error occurring while that data is being handled. Automation ensures that all forms are correctly completed, and results in less payroll hours used to manage those forms. Cost Savings Automation stops wasteful processes, especially when combined with electronic signature capabilities, eliminating needless paperwork, and related administrative time. Heightened Security Automation provides data security through web-based cloud storage and protects it through multiple layers of security including encryption and access control _v Paylocity. All Rights Reserved. Page 2 of 7

3 Think about your current onboarding process and answer the following questions. 1. How much time is spent in your organization on customizing an onboarding process for each new hire? 2. Which of these key onboarding components are commonly used in your organization? Personal Information Direct Deposit Emergency Contacts State and/or Federal W-4 I-9 Employee Handbook Acknowledgement Code of Ethics Written Information Security Policies Video/Photograph Consent Policies Keep these answers in mind along with information covered in the training session, and review the rest of this document to maximize the benefits your organization will see with an automated onboarding solution _v Paylocity. All Rights Reserved. Page 3 of 7

4 Paylocity s Onboarding Solution Paylocity s Onboarding Solution allows you to create an onboarding portal (shown below) which your new hires can access. You have the ability to tailor this portal to your organization s needs. Using the Onboarding portal reduces the amount of time it takes to collect new hire data. Once it s set up, this portal is a one-stop-shop for all parties involved in onboarding a new hire (administrator, manager, new hire), and it creates a seamless onboarding experience for those involved. Run a Modern Workplace The mobile-responsive and integrated experience for completing forms follows a procedure that ensures no redundant data entry. This also means you can complete many of onboarding tasks before the new hire s start date. Embrace Technology With the progress dashboard, new hires can easily see where they are in the onboarding process. You can customize the portal to include videos, documents, or manuals plus e-signature functionality. Data Analytics Based on the integration of Paylocity s solutions, your new hire s data is fully represented in any reports you may generate. This helps you make more informed decisions about talent acquisition and onboarding _v Paylocity. All Rights Reserved. Page 4 of 7

5 The Benefits of Automated Onboarding The war for talent is at an all-time high and employee turnover is expensive. The best way to attract & retain talented employees is to position them for success. An effective onboarding process is the foundation of engaging new employees and getting them get up to speed and productive as quickly as possible. The Employee s View Welcome s and the Self-Service Dashboard are where your new hire will be able to see what you ve customized. Welcome s When an onboarding event is launched, your new hire will receive s that provide them with access and credentials to their onboarding event. Employee View This area can be customized by adding your own company logo, as well as by adding custom content to the Welcome area. Tasks Tasks are individual pieces of virtual paperwork that need to be completed when an employee is hired. You can customize default tasks or create your own. Event An event is a total package of information that needs to be completed in order to create the payroll record _v Paylocity. All Rights Reserved. Page 5 of 7

6 What Tasks Can Be Customized? Here are some specific examples of which components of a task can be customized. The ability to add items such as attachments and uploads really opens up the possibilities for customizations. Who completes a task Automatic notifications for a task What information is required If the task can be skipped by the new hire Adding a signature field Requiring attachments to be acknowledged Requesting the new hire to upload a document Remember that items such as document uploads will be stored for you paperlessly in Web Pay. This can dramatically relieve the amount of manual processes required when you hire a new employee, as well as provide you with efficient archiving. Types of Default Events in Onboarding Your Onboarding solution comes pre-configured with default events that you can use right out of the box. New Hire Default onboarding event with employee and administrator participation. Rehire Similar to the New Hire event, but acknowledges the previous existence of the employee. E-Verify Includes the E-Verify process in your New Hire or Rehire event. Admin Only Contains the minimum information required to create a payroll record, no employee participation _v Paylocity. All Rights Reserved. Page 6 of 7

7 Additional Resources Visit to access additional training resources. 1. Training Sessions 1. Getting Started with Onboarding: Launching to New Hires 2. On-Demand Training Videos 1. Onboarding for Administrators 2. Onboarding for Supervisors 3. E-Verify 3. Guides 1. Launching an Onboarding Event _v Paylocity. All Rights Reserved. Page 7 of 7