1a) Creating a New Onboarding - Wizard

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Last updated: Mar 30, 2021 by Daniel Takahashi
6 min read

Create a New Onboard by going to:

HR & Payroll → Onboarding → Create

Employment Type

Use the Full Time, Part Time, Casual buttons as filters to find the most appropriate Employment Contract for your worker.

  • TIP: Use the engagement decision tool to help you determine which type of contract suits your worker best:

 

Employment Contract

Select the employment contract relevant to worker's engagement.

  • Note that the contracts presented are initially the pre-written contracts from the Expedo HR Marketplace (an included set of documents, templates and workflows available for your use). These marketplace contracts are pre-written and not editable as this keeps the integrity of the document and usage consistent.

  • Preview the document to see the description and example text/inclusions within that contract, or check the Expedo Contracts - Detailed Guidance material for more detail about the merge elements and options.

  • TIP: if you cannot see any contracts, make sure you have selected an Employment Type (filter) above.

 

Position

  • Select or search for an existing position for this worker’s onboarding.

  • If an existing position cannot be selected (appears greyed out), you may need to view the position and check that the employment and contract types for the position match what you have filtered for during this onboarding set up.

  • If an appropriate position does not exist, you can add New Position. You can then continue the onboard build with this new position name and circle back to the 'position build' at a later date.

Worker Type

Attach a worker to the onboard, either a 'new worker' or an 'existing worker'.

New Worker

This allows for the onboarding to be sent to workers who do not have a profile in the system.

Below are the minimum details required to continue with the onboarding. The additional worker details can then be entered by the 'Onboarding Approver' or by the 'Worker' themselves during the on-boarding experience.

  • Start Date - The date of which the worker started with this particular employing entity (and may need to reflect a historical date from previous engagements. This may be different to the 'commencement date' for this contract/engagement. Typically the start date is used for historical HR and payroll specific reporting/interpretation for 'length of service' based legislation etc.

  • Mobile & Email - Ensure these are 100% correct as this is used for the 2-Factor Authentication that Expedo uses to validate the onboarding submission (for security & privacy)

  • Manager - is generally the direct line manager of the worker. This manager will be used for hierarchy based reporting and settings such as leave approvals. Note that the approving manager for the onboard/contract may be different from this manager and selected during the next onboarding build step.

Existing Worker

This allows the selection of a worker profile that already exists in the system.

Note that you cannot select a worker that has an un-finalised onboarding currently in progress. In this case you can either:

  1. Cancel the onboarding and continue with a new onboard, or,

  2. Edit the Onboarding if the changes are small and suitable to prevent a duplicate build.

 

Additional Documents

Select or deselect any documents you would like to be included and required for this onboard experience. If an additional document you need is not available, you can add them here Edit Position - Add Additional documents.

 

Induction Courses

Select or deselect any induction courses you would like to be included and required for this onboard experience. See Courses - Introduction for more information, or Create/Edit Induction Courses if would like to build your own and make this available as an option here.

 

Background & Visa Checks

Select or deselect any background or visa checks you would like to be required for this onboard experience. Note that if activated, these background checks change the onboarding workflow and steps required during the experience. See Onboarding workflow - inc background checks for more information, or Background Checks - Introduction for more information here.

 

Now you can click ‘Create Onboarding’.

This onboard will now exist as a Draft until the Onboarding Details (see below) have been completed and the onboard has been sent to the worker. The Onboarding Details can be completed at a later date and by the approving manager.

 

Onboarding Details (Engagement/Employment Details?)

After creating a new onboarding, you can then follow through the steps and fill out the HR and Payroll details for the worker.

You will be prompted to fill in any compulsory items that are needed here, with some optional fields (some of which may also be presented to workers for completion).

These steps contain:

  • Personal Details - General worker personal details, the worker will also be prompted to complete these in case you don’t have them all.

  • Onboarding Details

    • Manager for contract sign - Select the user that will be responsible for signing the contract and reviewing & releasing the Onboard to the worker.

      • See Onboarding Workflow - Standard for more clarity on the steps & triggers

      • A user needs to be added as a manager before they can be selected as a Signing Manager. See Company Settings - Managers for details on user access & control rights.

    • Commencement Date - Date used to indicate the commencement date of this particular contract. Note this may be different to the 'start date' indicated during the worker setup steps/profile.

  • Contract Specific - This is a sequence of questions that are relevant to the type of contract being assignec to the worker. Some questions, such as the Award and the Classification are relevant only to Award based contracts, while the Location of Work applies to all contracts.
    Example:

    Other questions are specific to the contract template being used. If downloaded from the Marketplace, these contract templates may include customisable clauses and questions that will appear here.
    Example of a question asking you to choose between two alternate wordings for a clause:

    Example of a question asking you to enter values that will be merged in the document.

  • Custom Documents/Contracts steps from a custom build using the 'Document Builder' tool within Expedo.

See the on screen guiding material showing on each step if you aren't sure about the input requirements or options. Also see the Expedo Contracts - Detailed Guidance if you want to understand the purpose, options and results of the merge elements here.

 

Once you have completed all relevant input steps, you will be able to:

Which will then issue the onboarding package to the relevant 'manager for approval'. If the manager is a different user from the onboarding builder, they will receive an email (with link directly into onboard) for their relevant 2) Review & Release Onboard steps: 

If the ''manager for contract sign' is the same person/user who built and sent the onboard, you will automatically be presented with the next steps (approval screen.)