Background
"Onboarding" refers to the processes in which new hires are integrated into the organization. It includes activities that allow new employees to complete an initial new-hire orientation process, as well as learn about the organization and its structure, culture, vision, mission, and values. For some organizations, the onboarding process consists of one or two days of activities; for other organizations, this process may involve a series of activities spanning one or many months.
All new employees are onboarded—but the quality of the onboarding makes a difference. Too often, onboarding consists of handing a new employee a pile of forms and having a supervisor or HR professional walk the employee around the premises, making introductions on an ad hoc basis. When onboarding is done well, however, it lays a foundation for long-term success for the employee and the employer. It can improve productivity, build loyalty and engagement, and help employees become successful early in their careers with the new organization.
This tutorial helps in setting up the onboarding of the candidate.
Prerequisite
Every organization has a different set of questions and information for every employee record. The field of information for any candidate is to make sure that they are part of uKnowva HRMS recruitment module.
You can set that by uKnowva configuration and look for recruitment engine in apps manager. And make sure the customized profile fields are part of the Pre-Onboarding Fields
1.1 Have a Job Posted
To allow candidates to apply, a job posting is mandatory which could be via individual posting of a Job or by Manpower Requisition Form.
1.1.1 Posting Job via “Post a Job”
Posting a Job option is available under Recruitment Menu and will display the window form to fill in the information required for a posted Job which can be modified or customized as per the organization’s requirement. Possibly used by Hiring Managers
For more information, refer - https://docs.uknowva.com/how-to/hrms/186-how-to-post-and-edit-job-on-uknowva
1.1.2 Posting Job via “Requisition Form”
A requisition form is used when employers have staff positions to fill. If an employer wants to make a new employee or replace an employee who is leaving the organization, he must submit a Requisition form for approval. A requisition form is an application form that can be sent to Supervisors and Hiring managers for approvals and then listed out as one of the job openings.
1.2 Applicant’s Selection – Offer Letter
As a part of candidate selection, interview assessment is also part of it. Interview assessment helps in assessing candidates better way. uKnowva recruitment model helps in setting up the assessment as well. If the candidates markings stands out the markings it will help recruiting managers to select an ideal candidate.
1.3 Pre-Onboarding
Once the offer letter is accepted by the candidate, hiring managers can refer to the sub menu “offer letter” under recruitment menu which will list candidates who have been offered a letter. When the three dots are clicked on the candidate application following options are listed –
· Copy Preonboard Link
· Send Preonboard mail
· On Board
Pre-Onboarding is the stage between a new hire's acceptance of offer letter and their joining date. Pre-Onboarding is primarily designed to familiarize the new hire with their role and organization & to make them ready for their first day.
When On Boarding is selected, it takes it to candidate’s complete profile information to be filled for the record, as shown in the screenshot. All the mandatory information needs to be filled in to enable the on boarded candidate.
When a candidate is selected, an offer letter is shared with the candidate. For more, information refer: https://docs.uknowva.com/how-to/hrms/226-how-to-create-offer-letter
Offer letters can be a customizable template as per the organization’s need and can be stored as a template for all selected candidates. Once the candidates approve the offer letter via any means of intimation.
A series of questions are asked before offer letter is rolled out as shown in this screenshot and save the information.
1.4 Onboarding
"Onboarding" refers to the processes in which new hires are integrated into the organization. It includes activities that allow new employees to complete an initial new-hire orientation process, as well as learn about the organization and its structure, culture, vision, mission and values.
uKnowva Recruitment module onboards candidates by sharing the onboard link that registers candidate as a user in the uKnowva HRMS system to avail the employee features.
Following information can be filled as shown in the screenshot
1.5 Onboarding via third party API
A number of our enterprise customers - i.e those who use uKnowva for HRMS, also use some other IT systems to manage their overall hiring process and onboard them. Some customers prefer ATS integration with uKnowva for work so that routine actions of managing candidates can be done inside their ATS workflow once confirmed this integration will involve pulling data of the selected candidate and onboarding them in the HRMS system with their auto-filled information.
The Workflow:
The integrated experience starts in Human Resources when a hiring manager creates a recruiting request or a vacancy. When the request is triggered, the ATS pulls the detail for the request to create a hiring project. Then it follows the recruiting pipeline to select and hire a candidate for the position(s). Lastly, the ATS completes the round-trip integration by sending the selected candidate’s record to Human Resources. The candidate record can then go through more onboarding authentications and workflows to create the employee record.
For more information, refer - https://docs.uknowva.com/all-posts/11-extensions/304-candidate-onboarding-via-third-party
This is a complete Onboarding process, it can be modified or customized as per requirement.
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