You can setup Invoxy to take your candidates through an onboarding process when they login to Invoxy.
To create a new onboarding template in Invoxy go to Manage > Templates and select Onboarding Templates. Click Add Onboarding Template.
You'll then be able to name your template, enter a welcome message that resources will see when they login, add steps that they need to complete, and enter a completion message they'll see on completion of their onboarding steps.
You can use the button to choose which onboarding steps you wish to add. As you add each step you'll be able to customise the contents and specify whether it's a required step. Please note that you can't rearrange these steps once completed, so please ensure the steps are added in the required order.
The available step options are as follows:
Task - This step provides a text field where you can specify a task the resource should complete. The resource will then have a tick box they can tick to confirm they have completed the task.
Download Document - This type of step allows you to upload a document that you'd like a resource to download. For example, this could be the company Health & Safety guidelines. After uploading a document, you can select whether or not the step will require an electronic signature.
The 'Require Signature' option is perfect for asking a resource to confirm their agreement to terms - for example, you might have the resource confirm they have read, accept and agree to follow the guidelines of the Health & Safety document.
Require Signature - This step will have a checkbox for the employee to select indicating they agree to the specified terms. Agreeing will then display the resource's name in cursive font (e-signature) along with the date of signing. This meets the e-signature standards as outlined in New Zealand's Contract and Commercial Law Act 2017.
Upload Document - This type of step lets you ask the resource to upload a document to Invoxy. For example, you may request that they upload a copy of signed employment documents.
Link - A link step allows you to specify a link that the resource needs to follow. This can be any kind of URL, including local network addresses if the resource will be completing their onboarding on the local network.
Video - This step type lets you paste a link to a YouTube or Vimeo video and the chosen video will be added into the onboarding for the resource to watch.
Form - A form step allows you to build a custom form that resources need to complete. For example, you might create a form asking for emergency contact details. Select the button to include new fields.
The following are the default field options you can include for the resource to complete during onboarding. When the onboarding form is approved the completed answers in each field will update the associated field on the resource user record:
- Bank Account
- Date of Birth
- Email Address
- First Name
- Last Name
- Office Phone
- Tax Number
If your Country is set to 'New Zealand' in the Company Settings you'll also have the following fields:
- IRD Number - Requires a valid IRD number to be entered.
- NZ Bank Account - Requires a valid NZ Bank Account Number to be entered.
ATO TFN Declaration - Only available in companies with the Country set to 'Australia' in the Company Settings - This step will ask the resource to complete an Australian Tax Office tax file number declaration form.
Add the Onboarding Template to the Client
Onboarding templates can be applied to the Client, so you can create as many templates as you need to fit their requirements. To add a template to the Client go to Manage > Clients and chose the Onboarding template from the drop down list.
If a client has an Onboarding Template set then any time a candidate is added to a placement for that client, they will be required to complete the onboarding before they can record time against that placement.
Make a Placement and Invite Candidate
After you've made a placement and added your resource to the placement, click on their name and select the blue Invite button to send them an invite email to enter Invoxy.
Add Onboarding to the Resource
If preferred, you can add an Onboarding Template directly onto the Resource. This approach is best if you'd like them to complete onboarding just once, rather than each time they're added to a placement. Onboarding that's added directly to the candidate record also doesn't need to be completed before the user is able to begin recording time, so is ideal for collecting information the candidate may not have right away.
Simply view the user record under Manage > People, and from the Onboarding tab at the bottom of the page you can add your preferred Onboarding template.
Then select the blue Invite button to send them an invite email to enter Invoxy.
The candidate will get an email when invited to create an account in Invoxy and begin the onboarding process.
The candidate will be prompted to go through the different steps of the onboarding as specified from the template.
The candidate will be prompted to submit the onboarding and to start recording their time.
How to Approve Candidate Onboarding
To view candidate documents and approve the onboarding answers go to Manage > People and select the Candidate you wish to review. An orange dot will display beside candidates with onboarding to review.
There are two tabs (Onboarding and Documents) on the candidate where these can be reviewed:
Click into the onboarding template to review the candidates answers and approve their onboarding.