Onboarding new employees can be a complex and time-consuming process, especially when information and documents are scattered across multiple systems. Keeping everything organized and accessible in one place is essential to ensuring new hires provide all required details accurately. The Onboarding feature helps admins streamline new user setup, collect and manage required employee information and documents, and monitor onboarding progress from start to finish, all through a single, centralized dashboard designed to improve visibility, consistency, and efficiency.
Let's go over some basic terminology below, before we begin.
What is a Pack?
A pack is a collection of information that you, as an employer, need from your employee before they begin, such as basic personal information, required professional certification, or even banking information. Think of it like a bundle of papers and forms that you would give a new employee to fill out. This way, it's all in one place, and easy for the user to fill out straight in your system, and for you to track.
What Information can I Add to a Pack?
The onboarding feature gives admins visibility into users who have missing profile data or incomplete onboarding tasks. It includes the following components:
Employee information
Documents (W-4 Federal Tax Form, I-9 form and W-9 form)
Each data point shows whether it’s complete or pending, and admins can take quick actions to update or request missing information.
How to Activate the Onboarding Feature
To activate the Onboarding feature, follow these steps:
Head over to the HR & Skills section in the left sidebar.
click on "Add New" and Choose "Onboarding"
You will see a default pack that has been added for you. From here you can configure your pack settings by entering the pack and clicking on Manage Onboarding.
Next set up your Pack information such as the name of the pack, a description describing the purpose of the pack, and a Welcome message (optional).
Custom Fields
After setting up your pack information, switch to the Custom Fields tab in order to define user details, this includes:
Details filled by the User: details filled out by employees such as personal information, email address, etc.
Details filled by Admins: details filled out by admins such as employment start date, employee ID, etc.
Add relevant fields to each section by clicking on the Add field button.
Documents
The final stage of setting up your pack is defining which documents you would like users to submit during onboarding. Just like the custom fields tab, this tab also includes documents submitted by the employee and documents submitted by admins.
Click Add Documents and choose the documents you want employees or administrators to submit. You can select from existing documents in your Documents feature, choose standard government forms such as W-4, W-9, or I-9, or create a new document type.
For each selected document, click the gear icon to set whether it is required or optional. Use the pencil icon to choose whether uploaded documents require admin review.
When you're done setting up the pack, click Save changes.
Managing Users in a Pack
Once your onboarding pack is set up, you can add or remove new users as needed. You have two options to either Add New Users or Add Existing Users.
Add New Users
When you click on the Add New Users option, you will open the Add new users pop-up, just like when you are adding a new user to your account. Fill in the required fields and click confirm to complete.
💡Note: You will also need to enter any fields that you have marked as a required field in the User details page.
In addition to the user's person fields, you will also need to assign the user to relevant Time Off policies.
Add Existing Users
When you click on the Add existing users option, you will be presented with a list of your current users. Select the relevant users from the list, and then click Add users at the bottom right to assign the pack to them.
Tracking Onboarding Progress
Use the Onboarding dashboard to monitor completion and progress.
You’ll see key indicators in the table:
Completion status – Tracks how far each user is in onboarding.
App login – Shows whether the user has logged into the platform.
Employee info – Displays if personal and company fields are complete.
You can track their progress in list or table view.
In list view, click on a user to see which items are incomplete under Admin Responsibilities or User Responsibilities, and identify users who have completed everything and are ready for review and approval.
Table view displays this information for all users at a glance, so you don’t need to click on each individual user.
Enable Hide completed items to view only items that still require completion, such as missing personal details or documents.
As an admin, if you have uncompleted fields that require your attention, you will see a To do widget on the overview page. Clicking on it will direct you to the fields that need to be filled out.
To Remove Users from a Pack:
Go to the Onboarding dashboard.
In the list view, locate the user you want to remove, click on the three dots next to their name and select remove from pack.
In the table view, select the relevant users you want to remove, click actions > remove from pack.
What Does Onboarding Look Like for Users?
When users enter their account on the mobile app, they will see a prompt on their feed to complete their onboarding.
Users should access the feed on their mobile app, click on the Complete your onboarding widget and select Start.
At this stage, they will see the personal information and documents they need to submit, as configured during the pack setup.
Users should complete the required information and upload the necessary documents.
Once all the information has been submitted, the widget will disappear from their feed.
Approval process
When the user and admin completed all the required fields as part of the pack, the user will appear under the section ready for review & approval in the table format. When looking at the list format, you will see a blue approve button next to the user's name.
To approve the onboarding
Review the inputted information.
Click on the Approve button and confirm the approval.
Once approved, the user will move from the Active list, to the Approved list.
If you need to reopen the onboarding
Head to the the Approved list
Click on the 3 dots on the individual who needs to have their onboarding reopened.
Click Reopen onboarding.
You will be prompted to confirm the reopening. Click Reopen onboarding
Admin Permissions
To grant admins permission to manage onboarding, follow these steps:
Click on the admin icons on the top right of the screen
Select Add admins
Choose the relevant admins from the list.
All admins will have the same level of permissions to the onboarding pack.
FAQs
Q: Can I customize which fields employees fill out?
A: Yes. You can define which fields are employee-provided and which are admin-provided in the onboarding pack settings.
Q: Can I track how many users have completed onboarding?
A: Yes. The dashboard provides completion rate tracking per user and overall onboarding progress.
Q: Will onboarding work on mobile and desktop?
A: Yes. Both platforms include an Onboarding Tasks widget that lets users view and complete assigned tasks.
Q: Can I see onboarding status by department or team?
A: Yes. Use the Filter or Smart Groups options to group users by onboarding progress.
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