This article explains how to assign onboarding and offboarding templates to individual employees. It also explains how to manage the templates that you have assigned. Onboarding and offboarding templates are created as part of onboarding and offboarding workflows.
Prerequisites
Before you assign a template, you must first create an onboarding or offboarding workflow.
Assign an onboarding or offboarding template
The steps for assigning an onboarding or offboarding template are outlined below.
Assign an onboarding template
To assign an onboarding template, follow these steps:
- In the employee’s profile, click the Onboarding tab.
- A list of the templates that you have created appears. Select the template that you want to assign.
A page appears with all the required onboarding steps. For each step, you can also view the group or employee responsible, the deadline, and the status.
Assign an offboarding template
To assign an offboarding template, follow these steps:
- For assigning an offboarding template, you must first terminate the employment of the employee.
▶︎ Go to the employee’s profile and click the three dots in the upper-right corner.
▶︎ Select Terminate employment.
▶︎ A new Offboarding tab appears in their profile. - Click the Offboarding tab.
- A list of the templates that you have created appears. Select the template that you want to assign.
A page appears with all the required offboarding steps. For each step, you can also view the group or employee responsible, the deadline, and the status.
Tips
▶︎ In both onboarding and offboarding templates, if a step is in bold, the current viewer is responsible for that task. They might also be part of a team or onboarding group assigned to it.
▶︎ An employee can see the steps they are responsible for. If an employee has View rights to the Onboarding or Offboarding section, they will also see the steps they are not responsible for.
Assign a new template or remove a template
You can assign a new template or remove a template. To do so, click the Onboarding or Offboarding tab in an employee’s profile and select your preferred option from the bottom of the page.
Note
When you assign a new template or remove a template, all previously entered information is deleted.
Notifications about onboarding and offboarding tasks
Employees only receive notifications about onboarding or offboarding steps when they have a hire date or termination date listed in their profile. For more information on notifications, read our article about notifications and tasks in personnel administration.
When you add steps to a template, you need to set a deadline. The deadline triggers notifications as follows:
- Seven days before the deadline, all responsible employees receive the task in their Personio Inbox. They may also receive the notification via email if you have enabled email notifications for your company.
- Personio sends another reminder to the Inbox two days before the deadline.
If any tasks become overdue, the responsible employees receive daily reminders in their Inbox.
Update the status of an onboarding or offboarding step
An employee must complete the steps of an onboarding or offboarding template they are responsible for. They can view the step(s) they own by clicking on the notification in their Inbox. This opens the respective Onboarding or Offboarding tab. An employee will see the steps they are responsible for highlighted in bold.
Employees can update the status of a step as follows.
From within the step
Once the tasks outlined in an onboarding or offboarding step have been completed, the responsible employee can click on the green Mark as completed button to update its status.
From the Onboarding or Offboarding tab
Only employees with edit rights for the onboarding and offboarding sections can adjust the status of steps directly in the respective Onboarding or Offboarding tab.
In the Onboarding or Offboarding tab, you can see the list of steps included in the template that is assigned. Each step has its own status. The following four statuses are available:
- Red: Pending and delayed
- Orange: Pending and on time
- Grey: The step is not required and is skipped
- Green: Completed
Tip
Onboarding and offboarding steps can be saved any number of times until the entire process is completed. Note, however, that steps can no longer be edited once they have been marked as completed.
Complete onboarding and offboarding from the Automations area
You can get an overview of your employees’ onboarding and offboarding processes from within the Automations area. You can also manually complete an employee’s onboarding or offboarding process. To do this:
- Go to the Automations area.
- In the Onboarding or Offboarding widget, click the link to view all employees in onboarding or offboarding.
- Select the checkbox to the left of the name of the relevant employee.
- At the top-right, click the Actions drop-down menu.
- Select the option to complete the onboarding or offboarding process.