Best Practice: Onboarding Templates and Steps

 

In the following we will give you an overview of common onboarding templates and the steps.

 

Onboarding Template – Permanent Employees

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

Onboarding_template_-_Full_time_emolyee_1.png

Onboarding_template_-_full_time_employee_2.png

General Step

(Person Responsible)

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 leave policy specified?

Checkbox

 

Upload work contract

Upload document

  

General Step

(Person Responsible)

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

  

General Step

(Person Responsible)

Item Content

Item Type

Welcome email (HR team)

Email action

Email action

 

John Smith

Sender

 

All active employees

Recipient

 

Welcome {{first_name}} {{last_name}}

Subject of the email

Example email:

Onboarding_template_-_example_email.png         

 

Good morning,

Starting today, we have a new colleague {{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

(Person Responsible)

Item Content

Item Type

Set up workplace (supervisor)

Assign workplace

Checkbox

 

Issue keys/entry cards

Checkbox

 

Set up workspace

Checkbox

  

General Step

(Person Responsible)

Item Content

Item Type

Create accounts (IT team)

Email account

Checkbox

 

Personio account

Checkbox

  

General Step

(Person Responsible)

Item Content

Item Type

Welcome letter (supervisor)

Greet the new employee personally.

Text information

  

General Step

(Person Responsible)

Item Content

Item Type

Submit documents (employee)

Signed work contract (category: work contract)

Upload document

 

Confidentiality agreement (category: other documents)

Upload document

  

General Step

(Person Responsible)

Item Content

Item Type

Choose hardware (employee)

Please select a laptop:

Text information

 

Model 1

Checkbox

 

Model 2

Checkbox

  

General Step

(Person Responsible)

Item Content

Item Type

Order hardware (supervisor)

Hardware ordered?

Checkbox

  

General Step

(Person Responsible)

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

(Person Responsible)

Item Content

Item Type

Feedback meeting (supervisor)

Make appointment for first feedback meeting.

Checkbox

  

General Step

(Person Responsible)

Item Content

Item Type

Check all functions (employee)

Please make sure the following programmes and functions are in full working order:

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 in full working order. Have them call you back, and put a call through to a colleague.

Text information

 

Phone

Checkbox

  

General Step

(Person Responsible)

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

(Person Responsible)

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

 

Postcode

Employee attribute

 

City

Employee attribute

 

Private mobile number

Employee attribute

 

Private landline number

Employee attribute

 

Skype name

Employee attribute

 

Taxpayer identification number

Employee attribute

 

National insurance number

Employee attribute

 

Type of health insurance

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 – Interns

Below you will see the onboarding steps for the intern template we generally follow:

Onboarting_template_-_Intern.png 

These steps are already included in the permanent employee template.

 

Onboarding Template – Working Students

Below you will see the typical onboarding steps for a working students template:

Onboarding_Template_-_working_student.png

Onboarding_template_-_working_student_2.png 

These steps are all included in the permanent employee template, apart from the following:

General Step (Person Responsible)

Item Content

Item Type

Upload confirmation of enrolment

Confirmation of enrolment (category: confirmation of enrolment)

Upload document

  

General Step (Person Responsible)

Item Content

Item Type

Welcome email (HR team)

Email action

Email action

 

John Smith

Sender

 

New employee

Recipient

 

Attendance tracking

Subject of the email

 

Hello {{first_name}},

As you are now employed here as a student, we ask you to log the hours you work.

Please do the following:

1. Log in to 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 this approval has been received.

Email template

 

Can't find what you're looking for?

We are happy to help you! Just write us a message with your questions and we will get back to you as soon as possible.

Submit a request

Comments

0 comments

Article is closed for comments.

    Topics of this article