Steps for Individual Onboarding

Step 1: Enabling Self-Onboarding for Selected Employees

HR/Admin must enable self-onboarding for specific employees by following these steps:

1. Navigate to Onboarding (Menu) → Individuals(Submenu) → Invited Individuals(Tab)
   
2. Click +Invite Individuals button.
   
3. Enter the employee's name and email id for the self-onboarding process and complete all the required details.
   
4. Send an Onboarding Invite via email, containing a unique link for self-onboarding.
   
5. The status of the invited individual will be shown as Onboarding in Progress.
   

Fig: Invite Individuals

Fields Description

Title	Description
Name Mandatory Field	Type Employee Full Name
Email ID Mandatory Field	The onboarding process will be sent to the selected candidates either before their joining date or on their first day. You can enter either their personal email ID or official email ID (if created on the first day).
Location Mandatory Field	Locations added in the Org Structure will be available in the dropdown menu. Select the appropriate location for the candidate or employee. If the desired location is not available, click +Add Location under the field. This will redirect you to CoreHR → Org Structure → Locations, where you can add the required location. Once added, the location will appear in the Invite Onboarding location dropdown.
Business Unit	The business unit added in the Org Structure will be available in the dropdown menu. Select the appropriate business unit for the candidate or employee. If the desired business unit is not available, click +Add Business Unit under the field. This will redirect you to CoreHR → Org Structure → Business Unit/Cost Center, where you can add the required business unit. Once added, the business unit will appear in the Invite Onboarding business unit dropdown.
Department Mandatory Field	The department added in the Org Structure will be available in the dropdown menu. Select the appropriate department for the candidate or employee. If the desired department is not available, click +Add Department under the field. This will redirect you to CoreHR → Org Structure → Department Hierarchy, where you can add the required department. Once added, the department will appear in the Invite Onboarding department dropdown.
Designation Mandatory Field	The designation added in the Org Structure will be available in the dropdown menu. Select the appropriate designation for the candidate or employee. If the desired designation is not available, click +Add Designation under the field. This will redirect you to CoreHR → Org Structure → Designations/Positions, where you can add the required designation. Once added, the designation will appear in the Invite Onboarding designation dropdown.
Work Schedule Mandatory Field	The work schedule added in the Org Structure will be available in the dropdown menu. Select the appropriate work schedule for the candidate or employee. If the desired work schedule is not available, click +Add Work Schedule under the field. This will redirect you to CoreHR → Org Structure → Work Schedule, where you can add the required work schedule. Once added, the work schedule will appear in the Invite Onboarding work schedule dropdown.
Employment Type Mandatory Field	The employee type added in the Org Structure will be available in the dropdown menu. Select the appropriate employee type for the candidate or employee. If the desired employee type is not available, click +Add Employment Type under the field. This will redirect you to CoreHR → Org Structure → Employee Type, where you can add the required employee type. Once added, the employee type will appear in the Invite Onboarding employment type dropdown.
Manager	A manager is assigned to the employee based on the organizational structure. The assigned manager will be responsible for guiding the new employee, approving necessary requests, and overseeing their initial progress.
Date of Joining Mandatory Field	The Date of Joining (DOJ) refers to the official start date of the employee in the organization. During the onboarding process, this date must be entered accurately, as it determines the employee's payroll cycle, benefits eligibility, and access to company resources.
Probation Date	When the Date of Joining field is filled, the Probation End Date will be automatically prefilled based on the probation period configured at the designation level.
URL Validity Mandatory Field	The onboarding link remains valid for a specific duration, which can be configured in terms of Hours, Minutes, or Days based on the organization's requirements.  Once the validity period expires, the link becomes inactive for candidate or employee, and the HR/Admin team must resend it if the onboarding process is not completed within the given timeframe. To resend an invite, go to Onboarding → Individuals → Invited Individuals, select the relevant employee record, click on the Three Dots, and choose Resend Invite.

Step 2: Employee Access to Self-Onboarding

Once the invite is sent, the employee will receive an email containing onboarding instructions and a secure passcode. The employee should:

1. Click the Launch button in the email.
   
2. Log in using the provided passcode.
   
3. Begin the self-onboarding process by completing the required details.
   
4. Completing Personal Information will unlock the Work Experience section, followed by other relevant sections(Certification, Documents, Bank Information)
   

Fig: Self Onboarding-Employee View

Step 3: Reviewing & Submitting Information

Once all details are entered:

1. The employee can review the provided information to ensure accuracy.
   
2. Make any necessary edits before submission.
   
3. Click Submit to complete the onboarding process.
   
4. A confirmation message will be displayed, and HR will receive a notification and the status 
   

Step-4: HR Verification & Approval

Once the candidate or employee completes the onboarding process, HR will receive an email notification, and the employee record status will update to Self Onboarding Completed.

Navigate to Onboarding → Individuals → Onboarded Individuals to view the employee data with the status of Unverified.

Fig: Unverified Status

HR has the ability to verify, reject, or return the employee data during the onboarding process. If the data is accurate, HR can verify and approve it. If any discrepancies are found, HR can either reject the

submission or return it to the employee for corrections.

Navigate to the relevant employee onboarding record and click the Three Dots in the Actions column.

All options are available only when the status is Unverified.

. 

Fig: Action for the unverified employee data

For the Return status, the default email template will open, allowing you to customize the message and notify the employee or candidate by clicking the Send Mail to update their details and resubmit the onboarding process.

As an Admin, you also have the option to edit the employee data, make necessary changes, and verify the information from your end.Select the relevant employee record and click Edit in each details tab to make any necessary changes.

If the employee data is returned, it will move to the "Invited Individuals" section, with the status marked as "Returned." The employee will receive an email with the passcode to make the necessary changes and resubmit the information.

Fig: Return Default Mail Template

Verify the Employee Data

To verify the candidate or employee data in the onboarding process, follow these steps:

1. Navigate to Employee Data(Onboarding → Individuals → Onboarded Individuals): Access the employee's profile or the onboarding section where the data for the candidate or employee is stored.
   
2. Select the Candidate: Click on the specific candidate or employee whose data you want to verify.
   
3. Candidate Status Dropdown: Once the employee data is displayed, locate the Candidate Status dropdown. This dropdown allows you to manage and update the status of the candidate during the onboarding process.
   

4. Choose Verified Status: From the dropdown menu, select the option Verified to indicate that the candidate's or employee's data has been reviewed and confirmed as accurate.
   

5. Save and Confirm: After selecting the Verified status, save the changes to update the system. This action will update the employee record, confirming that all provided data is accurate and complete, and it will move the employee's status to Verified in the system.

Candidate to Employee Migration

Onboarding → Individuals → Onboarded Individuals

• Once the verification is complete, you can convert the candidate to an employee by selecting the employee data, clicking the three dots, and then choosing the Convert to Employee option. 

• A pop-up will appear where you can update the employee's role access from the dropdown menu. The employee ID will automatically be fetched from the team summary sequence. 
  

• After making the necessary selections, click Save. The data will then be migrated to the Team Summary module, and the employee will be granted access to the application
  

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