Accessing the Onboarding system
in the upper left-hand corner of the screen and select Onboarding
in the drop-down menu. This will bring you to the Onboarding system. If you are an admin on the ATS and you should be an admin on the Onboarding side and you are not, you will need to ask someone who is already an admin on Onboarding side to set your correct Role on Onboarding. For more information, see How does an ATS/Recruiting user gain access to Onboarding?
CareerPlug automatically creates the Form I-9, W-4, and state-specific tax forms in your account.
In the upper right-hand corner, click on Account > Settings
to view the Forms area.
In the Forms section, click the New Form
A pop-up will appear for you to choose the type of form you want to create:
- Acknowledgment Form: This form is a brief statement that the employee must read and confirm receipt (with a signature). Example: Acknowledgement that they have reviewed the employee handbook.
- Document Form: This type is a document an employee downloads, prints/scans or otherwise modifies, and re-uploads the filled out form.
- Employee Record Form: The form is tied to the employee’s record in Onboarding. The fields the employee updates on this form will also be updated in their employee record.
- PDF Form: This adds fields to an existing PDF document to allow managers or employees to complete the form electronically. This is the most common type of form used in Onboarding. For more information on setting up a PDF form, see How do I create an Onboarding form?
- Question/Answer Form: This type allows you to build your form with our question editor.
Select the type, then click Continue.
After you select your form type and click Continue, follow the on-page instructions to finish creating your form.
At the bottom of the page, adjust the form settings:
- Completion Priority: Select should complete the form first (if there are fields that both employee and manager are responsible for).
- Document Category: This is the category on the employee’s record where the completed document will appear.
- Document Visibility: Select which user types can view the completed document.
- Select the Does Not Require Manager Review checkbox if employees can complete the form without a manager reviewing it. This means an employee will complete the form and it will immediately be stored on their Documents page rather than going to the manager's checklist for review.
- You can select to exclude this form from the combined Onboarding document that is generated when all forms are completed.
- You can select to make this form optional.
- You can choose which, if any, checklists you'd like to add the form to at this time. You can also add a form to a checklist at any time by editing the checklist from the Settings page as well.
- You can make this form Assignable as a Single Form. This means you can have an employee complete this form without it being tied to an Onboarding Checklist.
- Notify on Complete: Put any additional email address (besides the person's who is the checklist signer/approver) that should be notified when this form is complete.
Click the blue Save
button at the bottom of the page.
Adding forms to a checklist
When you create a new form, at the bottom of the page you can select to which checklist (if any) you’d like to add the form. A "Primary Onboarding Checklist" is already created for you when you gain access to Onboarding and includes the Form I-9, W-4, and state-specific tax forms. You can add your form to the Primary Onboarding Checklist here. Or don't add your form to any checklist yet, and you can create a new checklist and add the form to this new checklist at a later time (see below).
You can add forms to a checklist by editing the checklist. In Account > Settings,
under the Checklists section, click the 'Edit' link next to the checklist to which you would like to add forms.
Scroll to the bottom of the checklist and click the Add New Step button. Select the form you wish to add from the drop-down menu that appears for the new checklist step. When you add a form, you can add a deadline by completing the Complete By Days field. Add as many steps as you want by clicking the Add New Step button.
Click Update Checklist when you're done.
Creating your own checklists
In the Checklist section, click the New Checklist
Choose whether you want to create an employee or a manager checklist:
When you create a new checklist, you'll most likely want to check the box next to "Part of the Onboarding Process" to have the option to have the checklist assigned to new hires.
When you create the checklist, you have the option to add forms you've created or non-form steps. When you add a form, you can add a deadline by completing the Complete By Days field. Non-form steps don't include a form but may be tasks that you would like an employee to complete as part of their onboarding, for example, "take a tour of the office." Add as many steps as you need by clicking the Add New Step
Click Create Checklist
at the bottom of the page when you're done, and you're ready to assign the checklist to an employee or new hire!
Testing the forms yourself
If you want to test your PDF Forms and fill them out yourself, simply click the Test
link next to the form name on the Settings page.
You will see the Employee View of the PDF Form and can fill out the fields yourself.
If you want to test a complete checklist from the employee view, you should create a test employee and assign the checklist to the test employee. Follow these steps to do so:
- Add an Employee from the Employees page (click the 'Add Employee' link and fill out the necessary information). Make sure to give the employee an email address that is not already in the system or this test will not work. (Tip: If you don't have an alternate email, try adding "+test" at the end of your work email. The system will recognize it as a separate email address but emails will still be sent to your inbox. For example, we would use firstname.lastname@example.org).
- Assign the test employee the checklist you would like to test. You can do this from the Onboarding page. The employee will show up under Needs Assignment. Click the Assign Tasks link, select a checklist to assign (you will most likely want to list yourself as the Signer/Approver of forms), and click Update Checklist Assignments.
- Log out completely of your Admin login (Account > Log Out) and close the browser.
- Open your email and find the email from your account that your new test employee received. Click the link in the email to set a password and log in as the test employee. It’s best to log in from a different browser.
- You can now complete forms and other checklists steps from the Tasks page.
If you would like current employees to fill out a new form, follow these instructions: How do I have current employees complete forms?
Activating the Onboarding Process
Once you have finished setting up your onboarding forms and checklists, it's time to activate the onboarding process. When you do this, your default checklist for new jobs (The "Primary Onboarding Checklist," unless you change this default setting) will be added to all of your active jobs. What this means is that clicking Hire
on the ATS will automatically email new hires a link to log in and complete your default checklist. If you only have one checklist created, that checklist will be the one all new hires will have to complete. Before you Activate the Onboarding Process, make sure that you've added all necessary forms to your checklists. We also recommend checking the settings on each of your forms. More info: Onboarding Forms Settings
To activate the Onboarding Process, go to Account > Settings
and click the Activate Onboarding Process
You can always edit any individual checklist assignment for a job by editing the job itself and changing the checklists that should be assigned to new hires made for that job. Scroll to the bottom of the job edit page to the "Employee Onboarding Checklists" section.
You can also assign checklists to individual employees. More info: How do I add or remove an Onboarding checklist from an employee?