Configuring Onboarding and Offboarding Processes

 

This article explains how you can create and configure onboarding steps and templates to optimally map your onboarding processes in Personio.

Please note that onboarding processes are configured in the same manner as offboarding processes.

 

Creating Onboarding Steps

Start by creating any number of onboarding steps. You only need to create these once and can then reuse them in different onboarding templates. Decide whether to create a General step or an Email action. Enter a name for the onboarding step in the relevant field and click on the Plus button.

Onboarding_General_step.png

A general step may comprise several items. Navigate to Add item and select one of the following options:

Onboarding_Abschnitt_hinzufu_gen_engl..png

The following table provides an overview of all available items:

Item type

Description

Text information

Displays some text that you can define which can serve as an explanation of how the remaining form needs to be filled out. URLs will automatically be converted to links.

Document for download

Specify a document that will be available for download by the employee.

Employee attribute

Link to a specific attribute of the employee that helps to fill out employee information during the onboarding process.

Profile picture

Offer the option to upload a profile picture for this employee.

Checkbox

Display a checkbox that the employee can check (or has to check).

Fill text field

Display a text field where a line of text or several lines of text can be entered.

Enter URL

Display a text field in which a valid URL needs to be entered.

Upload document

Upload a document and link it with a certain section of the document management module.

Onboarding_items_engl..png

You have the option to grant employees edit permission for the Employee attribute item type. You can additionally define certain items as Required, i.e. employees can only mark the relevant step Completed once the item task has been performed.

Define the following for Auto send email: Auto send email, Sender, Recipient(s), Email subject, Email template.

Onboarding_step_welcome_mail_engl..png

 

Creating Teams

The composition of teams can be defined under the Teams tab. Click on Create new team and then on the Plus button. Next, select the team members from among your employees and click on Save changes. Teams are created to define who is responsible for which onboarding step.

onboarding_step_creating_teams.png

 

Creating an Onboarding Template

Enter the name for the new template in the box New template and click on the Plus button to save. Then add any number of previously created onboarding steps to the template to reflect your onboarding process. Select a person responsible for each step and a deadline for completion.

onboarding_step_add_step_to_template_.png

Repeat this process until your onboarding template includes all the steps you wish to include.

onboarding_step_creating_template.png

You have the option to duplicate existing onboarding templates, rename and then edit them in line with your specific requirements.

Seven days before a deadline expires, Personio sends all employees responsible for an onboarding step a first notification email and creates a relevant to-do in their Personio home section. Another email reminder is sent two days before the deadline expires, and persons responsible for overdue onboarding to-dos receive daily email notifications from Personio.

Read the Helpcenter articles Best Practices: Onboarding Templates and Steps and Best Practices: Offboarding Templates and Steps for an overview of the most commonly used onboarding and offboarding templates and steps. 

 

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