What is the New Hire's role in the onboarding process?

Where are New Hire activities in the onboarding process?

The onboarding process starts with an invitation created by the Recruiter or HR Specialist, which is then sent to the New Hire. Upon receiving this email, the New Hire completes self-registration to create a User ID and Password for accessing the system. This step is usually completed before the New Hire officially becomes an employee, so the email is sent to the personal email address provided during the invitation process.

Next, the New Hire completes a series of activities, including entering biographical information and acknowledging the organization's policies and procedures. This also involves completing tax forms based on their home and work locations. Once these steps are finished, the New Hire submits the completed onboarding information to the HR Specialist for review. The HR Specialist will then verify the New Hire's information to ensure its accuracy before entering or interfacing the data into the organization's HR system. After this step, the I-9/E-Verify Specialists will verify the New Hire's employment eligibility.

The New Hire's activities in the onboarding process are illustrated below:

Why is New Hire's activities needed in the onboarding process?

The New Hire is the focal point of the onboarding process. They acknowledge their willingness to fill out the required forms electronically and provides all required information. That information is then reviewed by Human Resources personnel and optionally passed on to the organization's Human Resources system.

Who has access to the New Hire's onboarding information?

Recruiters and HR Specialists are responsible for creating New Hire invitations and have the ability to review the New Hire's onboarding information.

Other roles have access to the invitation with review permissions, as outlined in the following table:

Role	Add	Update Before Launch	Update After Launch	Review
System Administrator	No	No	No	No
HR Specialist			No
Recruiter			No
I-9 Specialist	No	No	No
E-Verify Specialist	No	No	No
Help Desk Analyst	No	No	No
Process Administrator	No	No	No	No
Content Administrator	No	No	No	No

How can New Hires access their onboarding activities?

Upon logging in, the New Hire's homepage displays the Outstanding Tasks section. Below this, the onboarding activities that need to be completed are displayed. By clicking on any link they can access the process page for that specific task and also navigate to other tasks.

During the process, New Hires are guided through entering, reviewing, and, if needed, modifying their information. The workflow is composed of sequential steps and activities, with built-in logic to ensure that prerequisite tasks are completed before dependent ones can advance. Each step and activity can exist in one of the following states:

Screen Shot example:

What information must the New Hire provide during their onboarding process?

The information that the New Hire must provide is determined by the specifications set during the creation of the invitation, as well as by legal requirements. For some positions and organizations, this may be simple and straightforward, while for others, it can be quite complex.

An example of a complex onboarding process is illustrated below.