Onboarding Candidates in Invoxy

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 also check Completion Required if candidates must complete their onboarding before they're able to enter time. 

 

Adding 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. 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:

• Address
• Bank Account
• Date of Birth
• Email Address
• First Name
• Last Name
• Mobile
• 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. This should be used instead of Tax Number.
• NZ Bank Account - Requires a valid NZ Bank Account Number to be entered. This should be used instead of Bank Account. 

When the onboarding form is approved the completed answers in each field will update the associated field on the resource user record. It's essential to ensure that each field is only included in your onboarding form once.

 

NZ Tax Details - Only available in companies with the Country set to 'New Zealand' in the Company Settings -  This step will ask the resource to confirm their Tax Code and KiwiSaver Contribution Rate. These fields flow to the Additional Tax Details fields on the candidate record. 

 

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 to the Client

Onboarding templates can be applied to your Clients, so you can create as many templates as you need to fit each client's requirements. To add a template to a Client go to Manage > Clients and choose 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. This is best used for Health & Safety and any other types of onboarding which should be completed every time a candidate is placed. 

 

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. 

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. 

 

Complete Onboarding 

The next time a candidate logs into Invoxy they'll be prompted to begin their Onboarding. If Completion Required is turned on for the template, they won't be able to view or enter their timesheets until the onboarding has been completed and submitted. 

 

Once they've completed each of the steps in the onboarding process, the candidate will be prompted to submit the onboarding. Once they click Submit, the onboarding steps will be available for administrator approval.

 

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 candidate's answers and approve their onboarding.