All about onboarding employees using MyHR
With the digital onboarding feature, MyHR customers can automate onboarding and induction tasks, reducing time and hassle and giving new employees a great experience from the start.
Contents
How do I set up an onboarding template?
How do I start an onboarding plan for a new employee?
How do I mark tasks as completed on an active onboarding plan?
How do I close an onboarding plan?
Who can create an onboarding template or plan?
Overview
What is digital onboarding?
An onboarding or induction plan is usually created by managers and involves a set of tasks to guide new hires or people changing jobs through the first phase of a new role.
MyHR’s onboarding feature extends our paperless onboarding from e-signing employment agreements or contracts through to automating the creation, assignment, and completion of induction tasks. This eliminates the need for a paper-based version and the time-consuming job of notifying and following up to ensure tasks are done on time.
At the business-level, creating a digital onboarding template is as simple as using our best-practice template, available in your template library, or creating your own set of tasks, including easily linking documents such as your company handbook or policies. You have the ability to define a time-period for each set of tasks, eg. pre-start tasks, first day, or first week, as well as who the tasks should be owned by. You can create templates to cover different departments, locations, or roles.
You can easily move from your template to an onboarding plan for a specific employee, which you can further customise for that person, and designate who will own tasks.
MyHR will automatically notify new hires that their onboarding plan is available after they get access to MyHR self-service to sign their employment paperwork. This allows you to assign them pre-start tasks to provide important information or send through documents such as licenses or registrations. You can also assign tasks to other people in your business to get your new hire set up for a successful first day on the job such as ordering IT equipment or a uniform.
Business owners or department managers are then able to keep track of employee onboarding with our onboarding reports, which give you a business-wide view of where your new hires are at in their onboarding process, and identify where teams might need extra support.
Step-by-step instructions
How do I set up an onboarding template?
As an owner or manager with the onboarding permission, you can create and customise onboarding templates.
We’ve set you up with MyHR’s best-practice template which you can modify by adding your own tasks and documents before assigning to any new employees. Or you can start your own template.
How do I start an onboarding plan for a new employee?
- Log into MyHR and select Onboarding.
- Select an existing template, or select Create new template.
- Edit or customise the template to individualise for your new employee.
- Select Start onboarding plan..
- Use the Select a person down menu to find your new employee, then select Start.
- The new hire and their manager have been automatically assigned. If you have added other roles in your template, assign the person filling that role by selecting Select person. Select their name from the drop down menu and select Submit.
- You can customise the plan further with tasks or documents just for that person.
- Select Publish plan.
When you have assigned the roles to people in your business and finalised the documents and tasks, you can publish the plan. This will automatically trigger a welcome email to your employee, which will be sent when they activate their MyHR account as part of signing their employment agreement or contract.
Tasks that are assigned to other people will generate reminders for the task owners, which will be visible through reminders in My Business for owners and managers, or a reminder in the employee’s self-service reminders.
How do I mark tasks as completed on an active onboarding plan?
Once an onboarding plan has been published (made active), both the employee and managers can view the active onboarding plan and start taking action on tasks via the associated task reminder or from the plan in the person's profile.
This means both employees and managers can complete tasks and add comments, and see who completed the task and when it was done in the task detail. Tasks with comments will show a comment icon when viewing the plan.
- Go to People and select the employee's name from the list; or
- Use the search feature at the top of the screen. Enter the employee's name + [onboarding].
- Select the task that you would like to mark as complete or make a comment on.
- A side bar will open to the right of the screen. Either use the Add comment field to add a comment and select Send; or select Mark complete.
More detailed instruction can be found on the guide to managing an onboarding plan article.
How do I close an onboarding plan?
Once an onboarding plan has been completed for an employee, the manager can close the plan which puts it into a view-only mode, retaining all the information from the onboarding phase for reference.
- Go to People and select the employee's name from the list; or
- Use the search feature at the top of the screen. Enter the employee's name + [onboarding].
- Select Close plan in the right hand side menu panel.
NOTE: once you have closed a plan you cannot edit it or mark lists off, so ensure it is up to date and final before closing.
FAQs and troubleshooting
Who can create an onboarding template or plan?
Owner users, and manager users with the onboarding permission, within your MyHR account can create onboarding templates for the business.
Owner users can create onboarding plans for everyone, and manager users with the onboarding permission can create onboarding plans for the people in their departments.
Owner users can access onboarding reports, and manager users with the onboarding permission can access onboarding reports which will only include their people.
The onboarding permission for managers given alongside department access will only allow access to basic employee information for people in the relevant departments, the onboarding plan, reminders and onboarding reporting. Information and functionality can be extended with other permissions.
How can I see a summary of onboarding tasks completed for an employee or across a department/my organisation?
You can keep a high-level view of your onboarding people using two new reports:
- The summary report gives you a view of progress and task ownership across your business
- The task report gives you the ability to hone in on specific tasks, such as supplying assets, to see who has completed them
Support Options
If you need more help, our HR teams are always here for you!
If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224