Implementing Smart Onboarding consists of a number of steps which must be done before you can begin to use the system.  This section lists the steps that can be done.  Details of how to do these steps are provided in the Smart Onboarding Users section.  While some of these steps are mandatory at implementation time, all of these things can also be changed later, as your needs change and you get more familiar with the system and how it works.

What are the steps to setting up and using the Smart Onboarding system?

The steps to setting up Smart Onboarding are listed below.  Not every step is required, but you should look at each step to see if it applies to your implementation.

Details for each step are shown below.

Organization Activation

The first step is creation of the organization and the first System Administrator user.  The first System Administrator then completes the organization onboarding, which opens up the organization for activity.

Invite/Create Administrative Users

Once the initial System Administrator has been set up and the organization onboarding has been completed, the System Administrator can invite additional users to help with the system setup.  Note that Process Administrators and/or Content Administrators are optional, as a System Administrator can perform all of the activities that these users do.

Create Content Revision(s) for Notification Templates

Content Revisions are powerful tools for adding and modifying content in the onboarding system.  You have flexibility to use Content Revisions at various points in the implementation process, and as a tool for making content changes after the system has been implemented.  

At this point in the implementation process you can make changes related to the notification templates, using a combination of Content and Attribute Revisions.  You can choose to use the delivered templates without modifications, in which case you will skip this step and the next step.

Please refer to the Notification Templates section for details for how to modify Notification Templates.

Create Attribute Revision(s) for Notification Templates

Attribute Revisions are powerful tools for applying changes that were made in Content Revisions to the onboarding process.  

After the content changes have been made for Notification Templates, they are applied using an Attribute Revision.  

Please refer to the Notification Templates section for details for how to modify Notification Templates.

Create Content Revision(s) for Company Logo(s)

You can replace the delivered default logos with your own Company logo.

Please refer to the Images section for details for how to add/modify images.

Set up Organization Theme(s) 

If you like, you can change the colors and sizes of the delivered default theme.

Set Up Organization Contacts, Default Theme, Logos, Data Export Security

This step involves designating organization contacts, choosing the default theme and logos, configuring user roles to allow result export to Excel in consoles, dashboards, and Keyword Search, and enabling or disabling the 'Feedback' utility for your organization. These settings can be adjusted on the Organization Management page.

Note:  If the Support Contact is not one of the Administrative Users that has already been added, you can Invite/Create Business User (see below) for this person at this point.  This user can be set up with or without System Access.  The information that is associated with this user shows as contact information in system emails.  The Support Contact's name, email, and phone shows up in many of the system notifications.

Create Content Revision(s) for Homepage content

At this point, you can use Content Revision(s) to add or change the objects/content that will be shown on various users' Home pages.

Configure Homepages

The first System Administrator next should set up/modify the homepages for the system users.

• Organization Homepage Configuration - change the content and appearance of users' homepages

Organization Homepage Configuration

There is a lot of flexibility not only in what is presented to the user on their home page, but also where and how it is shown.

Set Up Authentication Preferences

This page allows System Administrators to customize the authentication preferences for their organization. Some organizations may want to have users answer challenge questions each time they login while others may not. Additionally, the configuration whether to use email/telephone or both for verifying the users' identity can be set up here.

Set Up Attribute Preferences

Use this page to specify the appearance and actions for many key attributes.  You can also define your own attributes here.

Create Attribute Revision(s) to Set Up Key Data 

You can specify your HR attribute information by adding them in the Attribute Revision.  Use Attribute Revision to add or modify existing system data (attributes) like Company, Business Unit, Department etc.

Create Content Revision(s) related to onboarding process changes

At this point, you can use Content Revision(s) to add or change objects that will be shown in the onboarding process.  Examples would be adding or changing Smart Forms, attachments, and text catalogs. Also, you may want to set up Verification Vendor(s) and Background Check Vendor(s) at this point.

Create Process Revision(s) to modify the delivered business process to reflect your organization's business process.

It is very likely that your business process will not exactly match the Model business process that is delivered. There are many changes that can be made to tailor the process that the New Hire sees to match your needs. 

Configure Tax Data through Supplemental Attributes

This step is required if you are implementing Federal and State Withholding Tax activities in your onboarding process. Using Supplemental Attributes, the System Administrators should be able to configure the additional tax data such as Federal Employer ID Number (FEIN) and Tax Account ID Number for all states. 

The steps include:

1. adding the tax related Form Fields specific to each state in Company Supplemental Attribute Smart Form through a Content Revision. 
2. when Smart Form fields appear in Attribute Revision for Company attributes, provide values for the selected Company attributes.

After completing this configuration, the values associated with the Supplemental Attributes will be fetched dynamically in their respective Tax Withholding form reports.

For more information, please click here.

Set Up E-Verify

Smart E-Verify is a certified solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration to verify a New Hire's eligibility to work in the United States.  Use of this feature is optional.

Invite/Create Business Users

Once your organization has been defined and your business process has been modified, you can invite your administrative users.  After they complete their on onboarding, they will be able to perform their defined roles in the New Hire's onboarding process.

Invite/Create New Hires

After the business users have been set up, New Hire onboarding can begin.  This process starts with a HR Specialist or Recruiter inviting the New Hire, and continues through the completion of the New Hire's onboarding process.

What aspects can an organization control in Smart Onboarding?

Smart ERP delivers many 'out of the box' features, but the system is extremely configurable.  As an organization you can control a lot.

What aspects are mandatory and cannot be modified by an organization?

There are a few things that are mandatory and cannot be modified in Smart Onboarding.