Step 10: Configuring On- and Offboarding Processes

 

Personio offers you the option of storing standardized processes for onboarding and offboarding employees to ensure that these events are completed successfully.This can ensure, for example, that workplaces for new employees are set up in time or that work materials are returned in due course. The relevant processes can be defined with any number of templates and steps under Settings > On-/Offboarding.

Please note that onboarding processes are configured analogously to offboarding processes. However, we'll only explicitly refer to onboarding processes in this article to make it more readable.

 

Creating Onboarding Steps

First, create any number of onboarding steps. This only needs to be done once, and once created, steps can be reused in various onboarding templates and sequenced according to your needs. Consider the tasks that need to be performed as part of onboarding a new employee in your company. Decide on whether you want the step to be an Email action or a General step, enter the name for the onboarding step in the respective field and click on the Plus button.

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  • Email action
    Use an Email action onboarding step to prepare a number of emails to be sent out throughout the onboarding process. The emails can then be sent manually or automatically. Define the recipient(s), sender and subject, and write the email text. Add an attachment, if applicable, and click on Save.

    We recommend that you set up emails to be dispatched manually at first, and only switch to automated sending once you have finished setting up all onboarding templates.
  • General step
    A general step may comprise several actions, for example a request that the employee upload a profile picture, complete their personal data or upload documents. You have a choice of eight different item types that can be freely combined to create a general step. The following table shows an overview of all available options:
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 an employee attribute in the employee profile that needs to be completed.
Profile picture Upload of a profile photo for the relevant employee.
Checkbox Displays a check box which the employee can (or is required to) activate.
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 Displays a form in which a file can be uploaded and linked to a document management category.


You have the option of granting employees editing permission for the Employee attribute item type. You can also define items as required, i.e. employees can only mark a step as completed once they have dealt with this item.

Many steps are identical for all new employees, for example the creation of an employee file or a welcome letter. These steps only need to be created once and can then be used in any number of templates.

 

Creating Onboarding Templates

You can now create any number of onboarding templates, for example, customized welcomes for employees in different departments or offices, or for employees with different types of employment contracts.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 the relevant onboarding process. Select a person responsible for each step and a deadline for completion.

Different departments can be easily integrated into the onboarding process by simply selecting a group as the responsible persons. The composition of teams can be defined in the Groups tab. Onboarding groups are configured in the same way as employee roles.

You have the option of duplicating existing onboarding templates, renaming and then editing 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 Dashboard. Another email reminder is sent two days before the deadline expires. If any onboarding to-dos become overdue, the responsible employees receive daily email reminders.

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.

 

Activating Onboarding Processes

Navigate to the Onboarding tab in the relevant employee’s profile and select one of the onboarding templates displayed. All previously created onboarding templates are listed here.

Once you have allocated a template, a list of all required onboarding steps is displayed, together with their relevant deadlines and statuses. If you want employees to see only the steps they are responsible for, make sure to leave the View access right in the Onboarding section deactivated. For further information on access rights, please click here.

This is how the various responsible persons are allocated tasks and are then able to complete them one after the other. The color coding allows you to track the progress made for each of the steps.

 

Activating Offboarding Processes

Offboarding templates cannot be assigned to active employees. The Offboarding tab only appears in an employee's profile once the termination of employment has been entered in their employee profile.

Next, assign the appropriate offboarding template to the employee.

 

Managing Onboarding and Offboarding Processes

The dashboard gives you a clear overview of how your employees' onboarding and offboarding processes are progressing: For users who have, at minimum, viewing rights for the Onboarding section, the dashboard shows how many and which employees are currently in an onboarding or offboarding process. If you move your mouse over a particular employee, Personio also shows how much of the process has been completed in percent.

Click on the section to open the employee list. In the On-/Offboarding status column, the current progress is again displayed for each employee. You can bulk-edit the list and use the Actions button and Complete on-/offboarding process function to finalize the respective processes of employees who, for example, may have had pending to-dos for some time and never fully completed their onboarding in their profile.

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For further information on managing onboarding processes, please click here.

 

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