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. 

Before you start

Before assigning a template, you must first create an onboarding or offboarding workflow.

Assign an onboarding or offboarding template

To assign an onboarding or offboarding template, follow the steps below. 

Assign an onboarding template

To assign an onboarding template, follow these steps:

1. In the employee’s profile, click the Onboarding tab.
2. 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.

When you assign a template that includes email steps set to send on their due date, Personio checks if the due date has passed. If it has, Personio sends those emails when you assign the template. You don't need to send them manually.

Assign an offboarding template

To assign an offboarding template, follow these steps:

1. First, terminate the employment of the employee.
2. A new Offboarding tab appears in their profile.
3. Click the Offboarding tab.
4. 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.
▶︎ Employees 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 from the employee's tab. Or, see more info about deleting a template entirely.   

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, see the Personio Inbox.

When you add steps to a template, you need to set a deadline. The deadline triggers notifications as follows:

1. Seven days before the deadline, all responsible employees receive the task in their Personio Inbox and homepage widget. They may also receive the notification via email if you have enabled email notifications for your company.
2. If any tasks become overdue, the responsible employees receive weekly reminders in their Inbox. Tasks disappear from the Inbox when they have been assigned and overdue for more than three months.

When Personio sends overdue onboarding reminder emails

Personio sends onboarding reminder emails every Monday. Personio only sends a reminder email when the employee responsible for the task has at least one upcoming task. The email also includes any overdue tasks assigned to that employee. If an employee has no upcoming tasks, Personio doesn't send a reminder email, even if they have overdue tasks.

This means that if all of an employee's onboarding tasks become overdue, Personio stops sending reminder emails to that employee, even for onboarding tasks that are still incomplete. The tasks continue to appear in their Personio 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 or homepage widget. 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 the 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

To complete an onboarding task, employees can access the Employee Profile header of any employee for which they have an onboarding task assigned, regardless of their usual access permissions.

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:

1. Go to Automations.
2. In the Onboarding or Offboarding widget, click the link to view all employees in onboarding or offboarding.
3. Select the checkbox to the left of the name of the relevant employee.
4. At the top-right, click the Actions drop-down menu.
5. Select the option to complete the onboarding or offboarding process.