This article focuses on workflows. You can start to create and monitor all your workflows from the Automations area.
In this article, you will find examples of commonly used onboarding templates and steps, based on employment type.
Tip For more information on how to create the templates and the steps of an onboarding workflow, read our Help Center article on Creating On- and Offboarding Workflows.
Onboarding Templates for Permanent Employees
You can see the typical onboarding steps for the permanent employee template below:
| General Step (Responsible Person) | Item Content | Item type |
| Create employee file (HR team) | Take information from the work contract | Text information |
| Status | Employee attribute | |
| Hire date | Employee attribute | |
| Contract end date | Employee attribute | |
| Supervisor | Employee attribute | |
| Length of probation | Employee attribute | |
| Weekly hours | Employee attribute | |
| Employee working hour schedule specified? | Checkbox | |
| Employee accrual policy specified? | Checkbox | |
| Upload work contract | Upload document | |
| General step (Responsible Person) | Item Content | Item type |
| Invite new employee to Personio (HR team) | Create email account for the new employee and enter the details below: | Text information |
| Employee attribute | ||
| Send invitation to Personio via Manage account > Create login and send invitation email | Text information | |
| Invited to Personio? | Checkbox | |
| Email action (Responsible Person) | Item Content | Item type |
| Welcome email (HR team) | Email action | Email action |
| John Doe | Sender | |
| All active employees | Recipient | |
| Welcome {{first_name}} {{last_name}} | Subject of the email | |
|
Example email: |
Good morning, starting today, we have a new collegue {{first_name}} {{last_name}} as our new {{position}}. {{profile_picture:medium}} Please wish ||him|her|| a warm welcome. We look forward to working together. |
Email template |
| General Step (Responsible Person) | Item Content | Item type |
| Set up workplace (supervisor) | Assign workplace | Checkbox |
| Issue keys/entry cards | Checkbox | |
| Set up workspace | Checkbox | |
| General Step (Responsible Person) | Item Content | Item type |
| Create accounts (IT team) | Email account | Checkbox |
| Personio account | Checkbox | |
| General Step (Responsible Person) | Item Content | Item type |
| Welcome letter (supervisor) | Greet the new employee personally. | Text information |
| General Step (Responsible Person) | Item Content | Item type |
| Submit documents (employee) | Signed work contract (category: work contract) | Upload document |
| Confidentiality agreement (category: other documents) | Upload document | |
| General Step (Responsible Person) | Item Content | Item type |
| Choose hardware (employee) | Please choose a laptop: | Text information |
| Model 1 | Checkbox | |
| Model 2 | Checkbox | |
| General Step (Responsible Person) | Item Content | Item type |
| Order hardware (supervisor) | Hardware ordered? | Checkbox |
| General Step (Responsible Person) | Item Content | Item type |
| 1st workday (HR team) | Handover document | Document for download |
| Handover document signed? | Checkbox | |
| Information brochure | Document for download | |
| Information brochure handed over? | Checkbox | |
| General Step (Responsible Person) | Item Content | Item type |
| Feedback meeting (supervisor) | Make appointment for first feedback meeting | Checkbox |
| General Step (Responsible Person) | Item Content | Item type |
| Check all functions (employee) | Please make sure the following programmes and functions are fully working: | Text information |
| Access to drive | Checkbox | |
| Database | Checkbox | |
| Email account | Text information | |
| Printer + scanner | Checkbox | |
| Try to call a colleague to ensure that the phone is also fully working. Have them call you back and put a call through to a colleague. | Text information | |
| Phone | Checkbox | |
| Send a test request to Personio Conversations using email/Slack/Microsoft Teams to ensure that you can send workplace requests. | Text information | |
| General Step (Responsible Person) | Item Content | Item type |
| Safety briefing (employee) | Please familiarize yourself with the emergency exits and the location of the fire extinguisher. To do so, download the following overview: | Text information |
| Evacuation plan | Document for download | |
| Safety briefing understood | Checkbox | |
| General Step (Responsible Person) | Item Content | Item type |
| Fill in profile (employee) | Please take the time to complete your profile. | Text information |
| Birthday | Employee attribute | |
| Nationality | Employee attribute | |
| Street and house number | Employee attribute | |
| Postal code | Employee attribute | |
| City | Employee attribute | |
| Private mobile number | Employee attribute | |
| Private landline number | Employee attribute | |
| Skype name | Employee attribute | |
| Tax identification number | Employee attribute | |
| Social security number | Employee attribute | |
| Health insurance type | Employee attribute | |
| Health Insurance | Employee attribute | |
| Full name of emergency contact | Employee attribute | |
| Mobile number of emergency contact | Employee attribute | |
| Landline number of emergency contact | Employee attribute | |
Onboarding Template for Interns/Working Students
You can see the typical onboarding steps for the Interns/Working Students template below:
The same steps are applied for the permanent employee template, with the following exceptions:
| General step (Responsible Person) | Item Content | Item type |
| Upload confirmation of enrollment document | Confirmation of enrollment (category: confirmation of enrollment) | Upload document |
| Email action (Responsible Person) | Item Content | Item type |
| Time tracking for Students (HR team) | Email action | Email action |
| John Doe | Sender | |
| New employees | Recipient | |
| Attendance Tracking | Subject of the email | |
| Hello {{first_name}}, as you are now employed here as a student, we ask you to record the hours you work. Please do the following: 1. Log into your Personio account. 2. Navigate to Your profile > Attendance, and enter your hours there. They will be sent to your supervisor for approval and will appear once they have been approved. |
Email template | |