Onboarding

Overview

The Onboarding feature helps streamline the process of bringing new employees into your organization. You can create onboarding workflows, assign tasks, track progress, and ensure new hires complete all necessary steps before they start.

Accessing Your Onboarding

1. Log in to your CitoHR account
2. Look for the Onboarding section on your dashboard
3. Or click on Onboarding in the main navigation menu
4. You'll see a progress indicator showing how many tasks you've completed

Screenshot Placeholder

Onboarding page showing progress and task list

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Viewing Your Onboarding Tasks

See all tasks you need to complete:

1. On the Onboarding page, you'll see a list of all your tasks
2. Each task shows:
   • Task name and description
   • Status badge (Not Started, In Progress, Completed, Blocked, or Cancelled)
   • Stage name (which stage of onboarding this task belongs to)
   • Created date
3. Tasks are organized by:
   • Status (Pending first, then In Progress, then Completed)
   • Or by due date (earliest first)
4. Use the filter dropdown to view:
   • All tasks
   • Pending only
   • In Progress only
   • Completed only

Completing Onboarding Tasks

Mark tasks as complete when you've finished them:

1. Review the task name and description to understand what needs to be done
2. Complete the work described in the task description (this may involve filling out forms, uploading documents, reading policies, completing training, or other activities depending on what your organization requires)
3. Once you've completed the work, find the task in your onboarding list
4. Click the "Complete" button next to the task
5. The task status will change to "Completed" and a checkmark will appear
6. Your progress will be updated automatically

Viewing Task Details

Get more information about a specific task:

1. Click on any task in your onboarding list
2. The task details panel will open showing:
   • Full task description
   • Instructions
   • Due date
   • Assigned by (who created this task)
   • Status
   • Completion date (if completed)
3. Click outside the panel or press Escape to close

Creating an Onboarding Process (Admin)

Set up a new onboarding workflow:

1. Navigate to Admin in the main navigation
2. Click on Onboarding in the admin menu
3. Click the "Create Process" or "New Onboarding Process" button (usually top right)
4. Fill in the basic process information:
   • Process Name - Enter a descriptive name (e.g., "Standard Employee Onboarding")
   • Description - Add a brief description of what this process covers
   • Target Role - Select which roles this applies to (optional, leave blank for all)
   • Target Department - Select specific departments (optional)
5. Click "Next" or "Add Tasks" to proceed

Adding Tasks to an Onboarding Process

Add individual tasks that new hires need to complete:

1. In the process editor, click "Add Task" or "New Task"
2. Fill in the task details:
   • Task Name - Enter a clear, descriptive name (e.g., "Complete Personal Information Form", "Upload ID Documents", "Read Company Handbook")
   • Description - Add detailed instructions explaining what the employee needs to do to complete this task. Be specific about requirements, deadlines, or any special instructions
3. Configure task settings:
   • Required - Check this box if the task must be completed (uncheck for optional tasks)
   • Assign To - Select who should complete this task:
     • New Employee - The new hire themselves
     • Manager - The employee's manager
     • HR - HR department
     • IT - IT department
     • Finance - Finance department
     • Any - Can be assigned to anyone
   • If assigning to a specific person, select them from the Assigned To dropdown
   • If assigning to a role, select the role from the Assigned To Role dropdown
4. Click "Save Task"
5. Repeat to add more tasks

Ordering Tasks in a Process

Arrange tasks in the order they should be completed:

1. In the process editor, you'll see all tasks listed
2. Use drag handles (usually on the left of each task) to reorder
3. Click and hold the drag handle
4. Drag the task up or down to the desired position
5. Release to drop it in the new position
6. Tasks will be numbered in the order they appear
7. You can also use "Move Up" and "Move Down" buttons if available

Saving Your Onboarding Process

Finalize and save the onboarding process:

1. Review all tasks you've added
2. Verify task order is correct
3. Check that all required information is filled in
4. Click "Save Process" or "Create Process"
5. The process will be saved and available for assignment

Assigning Onboarding to New Hires (Admin)

Assign an onboarding process to a new employee:

1. Navigate to Admin > Onboarding
2. Click the "Assign Onboarding" button (usually top right)
3. In the assignment form:
   • Click the Employee dropdown
   • Start typing the employee's name or email
   • Select the employee from the filtered results
   • Click the Process dropdown
   • Select the onboarding process to assign
   • Click the Start Date field
   • Use the calendar picker to select their first day
   • Or type the date in format DD/MM/YYYY
4. Review the assignment details
5. Click "Assign" or "Save Assignment"
6. A confirmation message will appear
7. The employee will receive an email notification (if enabled)
8. All tasks will be created and assigned to the employee

Tracking Onboarding Progress (Admin/Managers)

Monitor how new hires are progressing:

1. Navigate to Admin > Onboarding
2. You'll see the onboarding dashboard with a list of all active onboarding assignments
3. For each employee, you'll see:
   • Employee name and photo
   • Progress bar showing completion percentage
   • Number of tasks completed (e.g., "5 of 10 completed")
   • Days since start
   • Status indicator (On Track, At Risk, Overdue)
4. Click on an employee's row to view detailed progress
5. In the detail view, you'll see:
   • List of all tasks with individual status
   • Completion dates for completed tasks
   • Due dates for pending tasks
   • Overdue indicators (red badges or highlights)
6. Use filters to view:
   • All employees
   • Only overdue
   • By department
   • By onboarding process

Sending Reminders for Incomplete Tasks

Remind employees about pending or overdue tasks:

1. Navigate to Admin > Onboarding
2. Find the employee with incomplete tasks
3. Click on their row to open details
4. Identify overdue or pending tasks
5. Click the "Send Reminder" button (may be next to the task or in a menu)
6. Or select multiple employees and use "Send Bulk Reminder"
7. The employee will receive an email notification about their pending tasks

Using Onboarding Templates

Start with a pre-built template instead of creating from scratch:

1. Navigate to Admin > Onboarding
2. Click "Create Process"
3. Look for "Use Template" or "Start from Template" option
4. Click to open the templates library
5. Browse available templates:
   • Standard Employee Onboarding - Basic onboarding for new employees
   • Manager Onboarding - Onboarding for new managers
   • Contractor Onboarding - Simplified process for contractors
   • Custom templates - Templates you've created previously
6. Click on a template to preview it
7. Review the tasks included in the template
8. Click "Use This Template" or "Create from Template"
9. The template tasks will be loaded into the process editor
10. Customize tasks as needed:
    • Add or remove tasks
    • Modify task details
    • Change due dates
    • Reorder tasks
11. Click "Save Process" when done

Related Features

• User Management - Create new user accounts that trigger onboarding
• Documents - Upload required documents during onboarding
• Policies - Acknowledge policies as part of onboarding
• Training - Complete training modules during onboarding