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SmartOnboard Features

 

This guide describes SmartOnboard’s primary features including how to create and manage your organization’s onboarding tasks.

New Onboarding Workflow

The following steps demonstrate how to initiate a new onboarding.

Transition from ATS

  • A Candidate’s entry is added to the SmartOnboard list of New Hires when the ATS application state moves to “Hired”. The default setting for the onboarding status is “Ready to Onboard”.

  • Once the Candidate has been confirmed and becomes a New Hire, SmartOnboard begins a process for admins to review the New Hire’s details and take the next onboarding steps.

  • Here, onboarding admins can create personal activities that are exclusive to the New Hire.

Onboarding

  • The onboarding admin can begin the onboarding process by navigating to the three vertical dots and selecting Start.

  • Here, onboarding tasks are created for the New Hire based on the organization’s Content Administration Settings.

  • During this step, a welcome email is sent to the New Hire to invite them to log into the New Hire Portal to address their Onboarding tasks.

New Hire Portal

The New Hire Portal is the central location where New Hires receive and complete onboarding tasks that the organization has assigned to them. The New Hire Portal is configurable to align with an organization’s branding standards including logo and colors.

The following steps demonstrate how New Hires can set up their New Hire Portal account:

  • Included in the welcome email, the New Hire will receive a unique link to set up their New Hire Portal account. The link is accessible through the Let’s Go button in the welcome email.

 

  • New Hires can either sign in with their Smartr account, or they can request a One Time Password to be sent to their email address.

 

 

 

  • Once a New Hire completes the initial login process, they will access the New Hire Portal’s main view showing their onboarding tasks and expected due dates.

 

  • Here, New Hires are able to update their New Hire Portal profile, add a profile photo, and fill out the About Me section.

Manage Onboarding Processes

Admins can manage onboarding processes by logging into SmartOnboard’s main page which lists all New Hire processes.

Filters

Admins can use the following filters to organize the New Hire list:

  • Status (In Progress, Stopped)
  • Office Location (listing the organization’s predefined locations)
  • Dynamic filters that match the Organization setup of Org Fields (More+)

Progress Percentage

The onboarding process Progress percentage is automatically calculated and displayed on each row on the list.

Single Onboarding Process details

Admins can select a row on the New Hire List to view details for a single onboarding process. Opening the row’s slideout window shows if onboarding tasks are scheduled for completion or have already been completed.

 

Edit New Hire Email address

Admins can edit the email address associated with each New Hire by navigating to the three vertical dots at the top right of the slideout menu and selecting the Edit Profile option.

 

Selecting the option will open a dialog where you can enter a new email address.

 

Download Completed Forms

It is possible to download all forms submitted by each New Hire by selecting the Download completed forms option on the top right menu on the slideout. This action will download a zip file that contains all of the submitted PDF forms (in PDF format) as well as Web Form submissions (in CSV format).

 

Create Onboarding Tasks

SmartOnboard allows users to design an onboarding process by defining criteria and creating tasks to be assigned to New Hires.

Activities

Users can add a new activity for New Hires such as the following:

  • Watch a video
  • Listen to Podcast
  • View Slides
  • Upload a document (ex: Driving license, education certificates)

The following steps demonstrate how to create an Activity:

  1. Select the Activities tab on the left panel, and click on + Add New Activity.

  2. Activity Details: Users can add a title and a description to the Activity. It’s recommended that the title be a meaningful topic presenting what is required by the New Hire, and the description contain detailed information about what is required, such as images, links, and formatted text.

  3. Permissions: Restricting the Activity, which may contain sensitive data, makes New Hire submissions only accessible by onboarding team members with access to sensitive data.

  4. Set Priority: Marking the activity as high priority highlights the activity to New Hires when viewed on the New Hire Portal and also allows integration events to be triggered for custom integration when all high priority tasks are submitted by a new hire.

  5. Activity Filters: Users can select criteria to determine which New Hires get assigned this Activity. Here, users are able to define criteria based on the SmartRecruiters Organization Fields that are configured in the ATS.

  6. Scheduling your content: Users can schedule content to be sent at a specific timing and have a due date. There are four standard categories for Pre-Boarding tasks, all with a due date set to the New Hire’s Start Date. Tasks that are assigned to the Legal Paperwork and General Paperwork content categories are available to the New Hire when the offer is signed. Tasks assigned to the Get to Know Us and Prepare for Day 1 content categories are available to New Hires once they are halfway through the Pre-boarding phase.

  7. Setting Custom Send and Due Dates: Users can select custom Send and Due Dates for the onboarding task. Send Date allows users to select the percentage of pre-boarding time between offer sign date and start date. Due Date allows users to select the percentage of pre-boarding time between offer sign date and start date (note: this cannot be earlier than Send Date).

  8. Request upload from new-hire: Users can check this option if the Activity requires the New Hire to upload files.

  9. Once the criteria have been defined, click Save on the top panel to save the form and create the new Activity.

 

Web Forms

SmartOnboard allows users to add a new Web Form for New Hires to ask for specific required information. Web Forms allow users to design their own form to match the exact information needed to be filled by New Hires.

The following steps demonstrate how to create a new Web Form:

  1. Select the Forms tab on the left panel, and click on + ADD NEW FORM

  2. Select Create web form

  3. SmartOnboard will display a page where users can configure the form’s with multiple sections. Form Details allows users to add a title and a description to the Form. It’s recommended that the title be a meaningful topic presenting what is required by the New Hire, and the description contain detailed information about what is required, such as images, links, and formatted text.

  4. Permissions: Restricting the Form, which may contain sensitive data, makes New Hire submissions only accessible by onboarding team members with access to sensitive data.

  5. Set priority: Marking the Form as high priority highlights the form to New Hires when viewed on the New Hire Portal and also allows integration events to be triggered for custom integration when all high priority tasks are submitted by a new hire.

  6. Form Filters: Users can select criteria to determine which New Hires get assigned this Form. Here, users are able to define criteria based on the SmartRecruiters Organization Fields that are configured in the ATS.

  7. Schedule your content: Users can schedule content to be sent at a specific timing and have a due date. There are four standard categories for Pre-Boarding tasks, all with a due date set to the New Hire’s Start Date. Tasks that are assigned to the Legal Paperwork and General Paperwork content categories are available to the New Hire when the offer is signed. Tasks assigned to the Get to Know Us and Prepare for Day 1 content categories are available to New Hires once they are halfway through the Pre-boarding phase.

  8. Setting Custom Send and Due Dates: Users can select custom Send and Due Dates for the onboarding task. Send Date allows users to select the percentage of pre-boarding time between offer sign date and start date. Due Date allows users to select the percentage of pre-boarding time between offer sign date and start date (note: this cannot be earlier than Send Date).

  9. Click Next on the top panel to move to the Builder tab and design the form.

  10. On the Builder Tab, users can design Web Forms using a drag-and-drop design to pull elements from the left panel to the Form body. 

  11. After designing the Form, click Save.

 

PDF Forms

SmartOnboard allows users to upload a PDF Form for New Hires to fill the required information. The PDF Form can contain fillable data fields and can be assigned for New Hires to fill and submit.

The following steps demonstrate how to upload a new PDF Form:

  1. Select the Forms tab on the left panel, and click on + Add New Form

  2. Select Upload PDF

  3. Drag and drop your PDF, or click Upload to browse to the file location.

  4. SmartOnboard will display a page where users can configure the form’s with multiple sections. Form Details allows users to add a title and a description to the Form. It’s recommended that the title be a meaningful topic presenting what is required by the New Hire, and the description contain detailed information about what is required, such as images, links, and formatted text.


  5. Permissions: Restricting the Form, which may contain sensitive data, makes New Hire submissions only accessible by onboarding team members with access to sensitive data.

  6. Set priority: Marking the Form as high priority highlights the form to New Hires when viewed on the New Hire Portal and also allows integration events to be triggered for custom integration when all high priority tasks are submitted by a new hire.

  7. Form Filters: Users can select criteria to determine which New Hires get assigned this Form. Here, users are able to define criteria based on the SmartRecruiters Organization Fields that are configured in the ATS.

  8. Schedule your content: Users can schedule content to be sent at a specific timing and have a due date. There are four standard categories for Pre-Boarding tasks, all with a due date set to the New Hire’s Start Date. Tasks that are assigned to the Legal Paperwork and General Paperwork content categories are available to the New Hire when the offer is signed. Tasks assigned to the Get to Know Us and Prepare for Day 1 content categories are available to New Hires once they are halfway through the Pre-boarding phase.

  9. Setting Custom Send and Due Dates: Users can select custom Send and Due Dates for the onboarding task. Send Date allows users to select the percentage of pre-boarding time between offer sign date and start date. Due Date allows users to select the percentage of pre-boarding time between offer sign date and start date (note: this cannot be earlier than Send Date).

  10. Click Next on the top panel to Save the form.

  11. On the Builder Tab, signature components can be added to the PDF file. Users can simply drag and drop signature elements from the left panel to the Form Body if needed.

  12. After designing your Form, click Next to preview the Form.

  13. Click Save to save your form.

Form I-9 (for United States)

Form I-9, officially known as the Employment Eligibility Verification, is a United States Citizenship and Immigration Services form. Mandated by the Immigration Reform and Control Act of 1986, the form is used to verify the identity and legal authorization to work of all paid employees in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States.

SmartOnboard enables New Hires to fill and submit their Form I-9.

Note: Form I-9 subscription needs special feature activation. Please contact support if you are interested in this feature.

How does Form I-9 integration work?

The following steps demonstrate how to add Form I-9 integration:

  • Once your organization has activated the Form I-9 integration, the first step is to register your legal entity with our third-party partner. This is a step that typically occurs during the system implementation phase.

If an organization has more than one legal entity, a dedicated organizational field will need to be set up for Legal Entities which maps one-to-one with the designated entities.

Each legal entity should have a separate registration with Form I-9, and on the Form I-9 Apps & Integration configurations, each registered Form I-9 company should be mapped to one legal entity value using the Legal Entity org field.

  • Next, adjust the Form I-9 configurations on your organization’s Apps & Integrations page.

 

Identify Onboarding Tasks with Sensitive Information

SmartOnboard allows organizations to identify onboarding tasks that may contain sensitive information submitted by New Hires, enabling organizations to define access control for sensitive information.

In SmartOnboard, it is possible to create three types of onboarding content. The following three content types now have the option to be identified by onboarding admins as containing sensitive information.

  1. Activities: Requires New Hire to perform an online Activity, or provide a scanned document.

  2. PDF Forms: Upload a PDF with fillable fields for New Hires to add their information and submit the PDF.

  3. Web Forms: Design your Web Form to collect organization-specific data from New Hires during onboarding.