Best Practice: Onboarding Templates and Steps

 

In the following article, we will show you an overview of commonly used onboarding templates and steps, based on employment type.

You can learn how to configure your basic onboarding processes here.

 

Onboarding Templates for Permanent Employees

Below you will see the typical onboarding steps for the permanent employee template:

onboarding-template-full-time_en-us.png

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
  Lenght of probation Employee attribute
  Weekly hours Employee attribute
  Employee working hour schedule specified? Checkbox
  Employee absence 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
  Email 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:

onboarding-template-e-mail-example_en-us.png

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 also fully working. Have them call you back and put a call through to a colleague. Text information
  Phone Checkbox
   
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

Below, you will see the typical onboarding steps for the Interns/Working Students template:

onboarding-template-working-students-interns_en-us.png

These steps are mostly the same as in the permanent employee template, apart from the following:

General step  (Responsible Person) Item Content Item type
Upload confirmation of enrolment document Confirmation of enrolment (category: confirmation of enrolment) 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. In your profile, go to the Attendance tab and enter your hours there. They will be sent to your supervisor for approval and will appear once they have been approved.
Email template

 

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