HR guide: Employee onboarding workflow

How it works

Setting up a new profile on a Software as a Service (SaaS) platform can present a daunting prospect. This can be especially true for a HR SaaS platform because you not only need to complete the basics, such as signing your contract, setting a password and inputting your personal details, you also need to navigate more complex areas, such as setting up your superannuation fund details and declaring your work eligibility.

Thankfully, Employment Hero's HR platform breaks all these varied tasks down into manageable bite-sized pieces. Once you have completed our onboarding workflow, you can start using Employment Hero to undertake a wide range of tasks, for example, submitting timesheets and leave, complete a one on one and view your organisation's company values. 

HR Best Practice

During your implementation, we would recommend you ask your employees to enter their personal data themselves, rather than upload it to them beforehand. This ensures their personal information is accurate from day one. Employment Hero is an employee and manager self-service platform, so we would advise you to remind your employees to keep their own data accurate and to update the data regularly.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  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.

What you need to do

There are nine steps you will need to complete when joining the Employment Hero HR platform. and you will complete these actions through the HR platform. The steps are:

Step 1: Set your password

The first step to joining the Employment Hero HR platform is for you to set your desired password. This will be the password you will use to login into your account from now on. The steps on how to set your password are:

Important

Your invitation link to join the HR platform can expire. If this has happened to you, your manager can send a new invitation link through to you. If your manager is unsure of how to do this, forward them the following article.

  1. Open up the email invitation email.
  2. In the password sentence, click the Here button.
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  3. Enter your password into the Password field.
  4. Click the Set Password button.
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Step 2: Sign your contract

Next, you will see your employment contract, which you need to review, acknowledge, and sign. You can always access your contract once you finish onboarding from the My Documents feature. The steps on how to complete their Personal Details are:

Important

If you do not see your contract displayed, this means your manager has decided to onboarded you onto the HR platform without a contract. Your manager can always assign you your contract at any point after you finish your onboarding steps. If your manager is unsure of how to assign you a contract post onboarding, forward them the following article.

  1. Review your contract terms.
  2. Click the By Signing and Finalising this Document tick box, to acknowledge you have read, understood and agreed to your contract terms.
  3. In the Signature field, enter your signature.

    Helpful Hint

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  4. Click the Sign and Accept button.
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Step 3: Enter your personal details

The next stage is inputting your personal details, such as your date of birth, address, personal phone number, emergency contacts, and your bank account details. The steps on how to complete your personal details are:

  1. In the Personal Details section, complete the following fields:
    • Title.
      • Mr.
      • Ms.
      • Mrs.
      • Miss.
      • Dr.
      • Mx.
    • Date of birth.
    • Gender:
      • Female.
      • Male.
      • Non-binary.
      • Prefer not to say.
    • Address line 1.
    • Address line 2.
    • Suburb.
    • Country.
    • Personal phone number.
    Employee_3.jpg
  2. In the Emergency Contact section, complete the following fields:
    • Contact name.
    • Daytime contact number.
    • After hours number.
    • After hours mobile.
    • Relationship.
  3. In the Banking Details section, complete the following fields:
    • Account name.
    • BSB.
    • Account number.
  4. If there is an Additional Information section, complete the required fields.

    Helpful Hint

    If you can not see the Additional Information section, this means your manager has not enabled this feature for you. If this is a feature you would like to use, you can forward on to your manager the following article on how to enable this feature.

  5. Click the Next button.
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Step 4: Enter your tax details

The next stage is inputting your tax details into the HR platforms electronic tax declaration form. The steps on how to complete your tax declaration form are:

  1. Enter your Tax File Number into the Tax File Number field.

    Helpful Hint

    If you do not have a Tax File Number, you can use the Reason drop-down to select why this is the case.

  2. In the Are You drop-down, select whether you are
    • An Australian resident for tax purposes.
    • A foreign resident for tax purposes.
    • A working holiday maker.
  3. Select either Yes or No for the following options:
    • Do you want to claim the tax-free threshold for this payer?
    • Do you have a Higher Education Loan Program (HELP), Student Startup Loan (SSL) or Trade Support Loan (TSL) debt?
    • Do you have an accumulated Financial Supplement debt?
  4. Sign the form as completed in the Signature field.

    Important

    You can click the Choose File button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  5. Click the Next button.
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Step 5: Set your work eligibility

The next stage is inputting your work eligibility details into the HR platforms electronic VEVO verification form. The steps on how to enter your work eligibility details are:

  1. Select either Yes or No to the question Are you an Australian/New Zealand citizen or an Australian permeant resident?

    Helpful Hint

    If you answered yes to the question, continue on to step 6. If you answered no, then continue on to instructional step 2.

    Employee_6.jpg
  2. Complete the following fields in the Work Eligibility section:
    • Passport number.
    • Passport expiry date.
    • Country of passport.
    • Visa type:
      • Student (8104/5).
      • Holiday (8547).
      • Bridging.
      • Other.
    • Visa expiry date.
  3. Click the Add Documents button to add any supporting documentation.
  4. Click the Acknowledgement tick box.
  5. Click the Next button.
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Step 6: Superannuation setup

When setting up your superannuation fund details within the HR platform, you can choose from four options. The below steps cover off how to enter your existing super fund details, however if you want to know more about our Super Choice Marketplace, you can refer to the following article.

  1. Click the Get Started button on the Existing tile.
  2. Complete the required fields for your chosen fund
  3. Click the Submit button. 
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Step 7: Upload required certifications

Next, you will see a list of certifications your employer requires you to have before you can start your role. The steps on how you upload the required certifications are:

  1. Click the Actions   button.
  2. Click the   Edit button.
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  3. Complete the following fields:
    • Any driving offences/accidents/cancellations.
    • Completion date.

    Helpful Hint

    Depending on the certification type assigned to you, the field will either say Completion Date or Expiry Date.

    • Supporting documentation.

    Helpful Hint

    Click or drag the desired file onto the Upload tile. Once the supporting documentation has successfully uploaded, the system will automatically save the file. The maximum uploaded file size allowed is 10Mb.

  4. Click the Save button.
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  5. Click the Next button.
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Step 8: Disclose medical conditions

The next stage is disclosing any medical conditions using the HR platforms medical disclosure form. The steps on how to record any medical conditions are:

  1. Select either Yes or No to the question Do you have, or suffer from any pre-existing injury, illness, medical condition or allergy, which may impact on your ability to safely perform the inherent requirements of your role?

    Helpful Hint

    If you answered no to the question, continue on to step 8. If you answered yes, then continue on to instructional step 2.

    Employee_12.jpg
  2. Type in the details of your medical condition.
  3. Select Yes or No regarding medical clearance to work.
  4. Type in any required work restrictions 
  5. Click the Next button.
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Step 9: Explore benefits

The last step on your onboarding journey is to read about the employee benefits the HR platform can provide for you. The steps on how to read about the benefits offered and complete your onboarding journey are:

  1. Click the Make Your Money Go Further button.
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