This feature is available as part of our Appogee HR Success package. If you're interested in upgrading to take advantage of this feature, please get in touch with the Sales team, email firstname.lastname@example.org or speak to your Customer Success Representative.
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The Onboarding Portal helps you get new starters to feel at home in your organization quickly as well as getting them productive quickly by dealing with routine induction tasks before their first day. It’s possible to add new starters to Appogee HR prior to their start date, to assist with their Onboarding into your company. They will be given access to the Onboarding Portal, which you can configure, and is a place for them to give you their personal information as well as a chance to review company documents or upload their personal records. They will also have the ability to let you know of any upcoming leave or sickness they may have and will be given a chance to ‘meet’ their colleagues.
Configuring the Onboarding Portal for your Company
This configuration needs to be carried out by a user with the Admin role. Configuration of the Onboarding Portal is in two parts - configuration on the Company level & configuration for the joiner.
Go to Process Config > Onboarding Portal.
Work through each of the tabs to configure the portal from a Company Perspective.
Home is the tab that handles general defaults for the Onboarding Portal which saves time when enabling it for a new starter.
Company Welcome Message - this is typically a message from the CEO or Upper Management. The following placeholder text can be used here: [first_name], [last_name], [email], [start_date], [job_title], [company_name]. When switching on the Onboarding Portal for an individual, this information will auto-populate with their details and can be overridden if necessary.
HR Welcome Message - this will show in the Onboarding Portal for the individual under the section 'Your First Day - What to expect' and is a guide which can include important information such as parking or who to report to upon arrival. The following placeholder text can be user here: [first_name], [last_name], [email], [start_date], [job_title], [company_name]. This can be overridden on a per employee basis. When switching on the Onboarding Portal for an individual, this information will auto-populate with their details and can be overridden if necessary.
Office Address - this will show a joiner where to go on their first day. You can choose from a list of configured addresses. If there are not any configured, or you need to add one, you can do so by clicking the link or going to Organization > Office Locations.
Select which information you would like joiners to provide in the Onboarding Portal by switching on the relevant field names. This page will show all fields you have set up in your Appogee HR, including any custom fields. If you do not select any of the fields on this config page, the My Profile section will not show in joining employees' Portals. Ensure you check the security of these fields is accessible by Employees by going to Process Config > Categories and Fields > Field Security. Access cannot be given to fields with security set to No Access or Masked. You can also configure which fields are Onboarding fields from the Field Config page, where you can additionally select which ones are mandatory for joiners.
You can also configure the Intro Text which will appear to joining employees when they visit the Profile page. Use this to give them instructions on what to fill out.
You can request new starters to upload any records to the Portal before their first day. This could include scans of right to work documentation or exam certificates. Use the Record Category dropdown to select which Record Category you are requesting and enter text in the Record Upload Message field to explain to them what you are requesting. Click the green +Add button each time. Once you've added a record, you have the option to edit the details or delete it completely.
You can also configure the Intro Text which will appear to joining employees when they visit the Employee Records page. Use this to give them instructions on what to upload or provide.
Use the toggle switches to enable access to any Company Documents you wish new starters to see and acknowledge. Note that acknowledgements will be recorded using the joiner's personal email address until they have been assigned a work email.
You can also configure the Intro Text which will appear to the joining employees when they visit the Company Document page. Use this to give them instructions on what to read.
You can give new starters an opportunity to advise you of any leave or sickness they have already planned. This will create a pending request and an approval will go to their manager.
Set the number of days the employee is able to access the Onboarding Portal after their start date. The system will automatically move the employee from Joining to Active state on their start date and they will be given full access to Appogee HR. The Onboarding information can still be accessed to them by going to the menu item 'My Onboarding'.
You are able to make changes to the default configuration of the Onboarding Portal from within this preview by clicking the pencil icon next to the editable fields. The text box will open up and you will be able to see the placeholder text. Once you're happy with the changes, just click out of the box and it will save. This will make changes to the default company message.