Creating an onboarding template

Modified on Thu, 6 Mar at 9:29 AM

How to create your own onboarding template in Simployer One

Note: You need to be an Owner or Admin in Simployer One to be able to access the settings for onboarding.

In this guide we will show you how you can create your own onboarding template Simployer One.

The onboarding experience in Simployer One usually consists of two parts:

The onboarding template which is what will be sent out to the employee
Workflow templates with the accompanying tasks and to-do's when a new employee is being onboarded.

This article will cover the creation of onboarding templates. For workflows, please refer to this article and for inviting an employee and initiating an onboarding here.

Creating an onboarding template

When creating an onboarding template you can choose to either have one for all new employees or you can create multiple ones with each one being specific for different purposes, for example:

Type of role such as Developers, Customer Service Agents or Sales Agents
Type of departments such as Product and Design, Sales or HR
Different languages based on all available offices

To create a new onboarding template, go to Settings > Onboarding templates > + New onboarding template.

You can find explanations for the differents parts of a template here below.

Appearance

This section will allow you to decide the design of the onboarding flow for an employee. You can choose parts such as the background color or if you prefer to upload a background image as well as the brand- and accent color.

Feel free to experiment with the design to match it with your company profile.

Welcome

The Welcome-section is an optional step where you can create your own company slides for the employee. There are no real rules on what should be included or not but our recommendation is to add a warm welcome message, some fun and interesting history about the company as well as what the person can expect during their first couple of weeks at their new job.

You can easily preview your work with the help of the Preview-button on the upper right corner.

Employer fields

Employer fields is the section where you add what data or information you as an employer have to fill out when you are onboarding a new colleague. The fields are later on connected to an employee's profile so our recommendation is to make you add all the fields necessary in order to avoid having to do it manually afterwards.

To add your first field, you need to first create a new group by clicking on + New group on the upper right. Each group is divided as a separate step during the onboarding flow so our recommendation is to categorize your chosen fields to make it easier for you later on.

You can add all different fields offered in Simployer One including your own custom fields as well.

Name: The name of the group and this is what will be shown as the name of the step during the onboarding flow.

Heading: The heading or title of the group.

Description: A help text which will be shown during this step of the setup.

New hire fields

Similar to the previous but this time you choose what type of data and information you want the employee to fill in during the onboarding setup. As this is also connected to their profile, this is a good opportunity to collect all those important data you will need to later on instead having them to fill it out manually after the onboarding.

Make sure you separate the fields into different groups if possible to make it easier for the employee's eyes during the onboarding flow.

Workflows

As mentioned earlier in this article, workflows are checklists you can use to add the tasks connected with an onboarding. Just like onboarding templates you can have one workflow for all onboarding flows or you can choose to create different ones for different purposes. You can read more about workflows here.

When you have your workflow(s) ready then you can choose to connect it with a certain onboarding template. To do so, just mark the one from the list that you want to activate whenever you use this template. You can also choose to mark more than one if you want to.

Attachments

If there are any documents or files you want the new hire to read or access during their onboarding, such as your company or vacation policy, then you can upload them here in Attachments.

Emails

Along with an invitation to Simployer One, you can also choose to send your own personal email when onboarding a new employee. The email can be a good way to introduce Simployer One to the new employee or perhaps a personal greeting from their new Manager - it's all up to you what you want to include.

There are built in variables you can use to personalize your email even more. All you need to do is to copy each variable you want to use and paste it in the email where you want to use it.

The different variables are:

{{company.name}} - Your company name

{{user.displayName}} - Name of the new employee

{{email}} - New employee's email

{{department.name}} - Name of employee's department

{{office.name}} - New employee's office

{{employmentType.name}} - Their employment type (for example probationary, permanent or consultant)

{{employment.startDate}} - Their start date

{{employment.rate}} - Their employment rate (for example 100%, 50% or 25%)

{{managerEmail}} - Manager's email

{{managerUser.displayName}} - Manager's name

This is the final step in creating your own onboarding template so when you are done, don't forget to press "Save".

Accessing your onboarding templates

You can always find all your templates in Settings > Onboarding templates. From there you can choose to create a new template, edit an existing one or even duplicate one for you to edit in.

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