Onboard your new employee | HR Web Platform

Overview

Enhance your new employees' onboarding experience with Employment Hero's paperless onboarding process. With Employment Hero's HR platform, you can easily send a letter of offer and e-contract for electronic signing, and new employees can enter their personal and tax information online.

The platform will also handle the electronic submission of these details, saving you time and reducing administrative work. The Employee Onboarding widget on your dashboard allows you to specify pay and allowance details, track your employees' progress through the onboarding process, and send reminders if necessary.

Helpful Hint

To read further details on the employee onboarding workflow and how your employees progress through it, refer to the following guide.

Availability

HR Plan:	Free	Standard	Premium	Platinum
Payroll Plan:	Standard		Premium

User Access:

Employee

Manager

Admin

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below premise will walk you through how to onboard an employee.

Onboard an employee: No contract

Helpful Hint

If you choose to onboard a new employee without a contract, you can issue the contract later using the HR Documents feature. To read further details on the HR Documents feature, refer to the following article.

1. Click the   Dashboard menu.
2. Click the Add button.
   
3. Enter the following information on the Basic Information page:
   
   • Personal email.
   • First name.
   • Last name.
4. Click the Continue button.
   
5. Enter the following information on the Employment Details page:
   • Employing entity.
   • Location.
   • Employee code.
   • Employment type.
   • Start date.
   • Job title.
   • Probation length.
   • Primary manager.
   • Secondary manager.
   • Location.
   • Teams.
6. Choose from one of the following options:
   • No, I do not want to trigger onboarding checklists for this employee.
   • Yes, I want to trigger onboarding checklists for this employee.
7. Click the Continue button.
   
8. Enter the following information on the Pay Details page:
   
   • Industrial instrument.
   • Classification.
   • Leave allowance template.
   • Date of birth.
   • Anniversary date.
   • Pay rate template.
   • Pay rate.
   • Superannuation.
   • Work hours.
   • Pay employees their normal working hours by default.

   Helpful Hint

   Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

   Warning

   The industrial instrument, classification, leave allowance template, pay rate template, and synchronise with payroll option are only available if you have a connection to Employment Hero Payroll.

   
   
   • Ordinary work day.
   • Pay category.
   • Pay schedule.
   • Cost centre.
   • Additional cost centres.
   • Benefits.
   • Synchronise with payroll

   Warning

   If you have a connection to Employment Hero Payroll and you do not click Synchronise with payroll, the employee will not automatically sync with your Employment Hero Payroll Platform.

9. Click the Finish button.
   

Onboard an employee: With a contract

1. Click the   Dashboard menu.
2. Click the Add button.
   
3. Enter the following information on the Basic Information page:
   
   • Personal email.
   • First name.
   • Last name.
4. Click the Continue button.
   
5. Enter the following information on the Employment Details page:
   • Employing entity.
   • Location.
   • Employee code.
   • Employment type.
   • Start date.
   • Job title.
   • Probation length.
   • Primary manager.
   • Secondary manager.
   • Location.
   • Teams.
6. Chose from one of the following options:
   • No, I do not want to trigger onboarding checklists for this employee.
   • Yes, I want to trigger onboarding checklists for this employee.
7. Click the Continue button.
   
8. Enter the following information on the Pay Details page:
   
   • Industrial instrument.
   • Classification.
   • Leave allowance template.
   • Date of birth.
   • Anniversary date.
   • Pay rate template.
   • Pay rate.
   • Superannuation.
   • Work hours.
   • Pay employees their normal working hours by default.

   Helpful Hint

   Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

   Warning

   The industrial instrument, classification, leave allowance template, pay rate template, and synchronise with payroll option are only available if you have a connection to Employment Hero Payroll.

   
   
   • Ordinary work day.
   • Pay category.
   • Pay schedule.
   • Cost centre.
   • Additional cost centres.
   • Benefits.
   • Synchronise with payroll

   Warning

   If you have a connection to Employment Hero Payroll and you do not click Synchronise with payroll, the employee will not automatically sync with your Employment Hero Payroll Platform.

9. Click the Issue Contract button.
   
10. Choose the desired document by clicking the Select button.
    
    

    Helpful Hint

    You can only select one contract to send to an employee within the Employee Onboarding feature, however, you can issue further contracts by using the HR Documents feature. To read further details on the HR Documents feature, refer to the following article.

    
11. After making the required changes on the editing screen, click the Continue button.
12. Click the I have read and understood the disclaimer and accept the terms of use tick box.
13. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      
      1. Click the Save as Draft button.

Maintain

The below premise will walk you through how to resume an employee onboarding, remind a signatory and how to re-send an invite.

View all onboarding employees

Helpful Tip

The HR platform by default only shows two employees per page in the Employee Onboarding widget.

1. Click the   Dashboard menu.
2. Click on the View All button.
   

Resume onboarding

Helpful Tip

The resume onboarding feature is only available when you have issued a contract during the onboarding process but have not sent the contract to the employee.

1. Click the   Dashboard menu.
2. Click the Three Dots button.
3. Click the Resume Onboarding button.
   

Remind signatory

Helpful Tip

The remind signatory feature is only available when you have issued a contract during the onboarding process, but the employee is yet to sign the contract.

1. Click the   Dashboard menu.
2. Click the Three Dots button.
3. Click the Remind Signatory button.
   

Re-send invite

Helpful Tip

The re-send invite feature is only available when the employee has yet to create their Employment Hero account by completing the password creation section on the Employee Onboarding workflow.

1. Click the   Dashboard menu.
2. Click the Three Dots button.
3. Click the Resend Invite button.
   

View employee file

1. Click the   Dashboard menu.
2. Click the Three Dots button.
3. Click the View Employee File button.
   

Remove an employee

1. Click the   Dashboard menu.
2. Click the Three Dots button.
3. Click the Delete Employee button.
   
   

   Helpful Tip

   Deleting an onboarded employee will bypass your employees off-boarding process. Use the Delete Employee button primarily for cases where you have made a mistake with the onboarding application process.

   
4. Type the employee's name and click the Yes, Delete file button.
   

Further information

What are all the onboarding steps?

Once you have onboarded an employee, the platform will display their progress within the Employee Onboarding widget. The progress bar has eleven steps; they are:

1. Basic information.
2. Employment details.
3. Pay details
   
   

   Important

   An administrator would complete these first three steps when they onboard an employee through the dashboard widget.

4. Employers signature.
   
   

   Important

   This is the signatory nominated to sign the contract.

5. Employee contract signature.
6. Personal details.
7. Tax declaration.
8. Superannuation details
9. Work eligibility.
10. Medical disclosure statement.
    
    

    Important

    This option only appears if you have enabled the medical disclosure statement to show during the Employee Onboarding workflow. To read further information on how to enable this feature, refer to the following article.

11. Certifications.
    
    

    Important

    This option only appears if you have enabled certifications to show during the Employee Onboarding workflow. To read further details on how to enable this feature, refer to the following article.

    

Author recommended

So you have now managed onboarding and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

• HR FAQ: How Do I Set My Account Time Zone This FAQ answers a common question from our clients about how they set the time zone used on their HR platform account.
• HR FAQ: How Do I Change My Organisation This FAQ answers a common question from our clients about how they can change the organisation selected on their HR platform.