✏️ Introduction

A well-structured onboarding process is essential for setting new hires up for success. By using an onboarding template, you can streamline and standardise this process across your organisation, ensuring every new employee receives a consistent and welcoming experience.

This guide will walk you through how to create an onboarding template within your ATS, using Tribepad’s onboarding feature. From setting up your template and workflows to assigning tasks and reminders, this step-by-step document will help you build a flexible and effective onboarding process that can be easily adapted to different roles and stages of recruitment.

📃How To Create A Package

To get started head to “Onboarding” from the top navigation menu, followed by “Manage Packages”.

You will now be presented with the following page:

On the left-hand side of the page, you will see a set of filters.

By default, you will land on the “Packages” filter - Select the plus icon next to the text “Packages” (1).

You will now be presented with the following pop-up:

Title
- Give your template a name (e.g. New Starter - Full-Time Employee).
- The title will not be visible to a candidate.
Internal description
- This content box can be used to help your colleagues to understand the roles the template should be assigned to.
- It will not be visible to a candidate.
Template Status
- This allows you to make the template visible or hidden from anyone but you.
- Hiding a template is useful when in creation mode.
Reminders
- Select a toggle to send automated email reminders to candidates' if they haven’t yet completed the onboarding workflow you have sent to them.

💡Useful tips about Reminders:

If any user, other than the candidate, is assigned a workflow, they will receive a notification straight away followed by a weekly reminder on a Monday to complete the workflow item.
If you Reject or Withdraw a candidate the reminders will stop.
When you close a job, reminders will stop.
You cannot set a reminder retrospectively - you can however edit the template notifications for future onboarding invites.

If you select to generate a reminder, you will be presented with an email template so that you can add some content if needed as well as a toggle to switch on “Admin Reminders” if needed:

Once you have completed all relevant details, select “Save Details".

➕ Creating & Adding Workflows

A workflow contains a progression of tasks (known as Workflow Items) that need to be completed by specific individuals (candidates & perhaps colleagues') to complete the onboarding process.

A workflow can be assigned to any stage of the recruitment process and you can create one or multiple workflows.

Once you have created your package you will see the following page where you will be able to start adding your workflow items:

To get started, scroll down, and select the plus icon or the Create New button as shown in the image below.

You will be presented with the following pop-up.

In the below example the Workflow will contain a welcome video for the candidate to watch.

Name
- Give the workflow a name (e.g. Welcome video).
Title
- The title will be displayed to the recipient.
Description
- This will be visible to the recipient.
Application Stage
- When do you want that workflow to be sent (e.g. Offer stage, Accepted etc).
Job Roles
- If the workflow needs to be completed by anyone aligned to the job such as the Job Hiring Manager or the Job Owner, select the relevant role/s from the drop-down menu.
- If you leave this drop-down blank then this will only be sent to the candidate.
Blocking
- If this part of the onboarding process is a requirement, you may want to choose the blocking option to ensure it is completed before being able to progress the candidate any further in the recruitment process.
On Invite
- If you select the Preselect toggle, it means that the workflow will be preselected at the onboarding invitation stage.
  - If you select the Required toggle it means that the workflow is a required workflow, it must be completed.

Once you are happy with all of the details select “Save Details" to retain your workflow.

➕ Creating & Adding Workflow Items

Workflow items are generally a task, something that requires an action from the employer side or candidate side for example;

Candidate action
- Reading and acknowledging a policy.
Employer action
- Completing an onboarding checklist.

Now that your workflow is retained, you can add the Workflow Item.

To do this, simply scroll down and select the plus icon or the Create New button.

You will now be presented with a pop-up.

Following the same theme as the example Workflow shown above, we now need to add the Welcome video as the workflow item.

To the left-hand side of the pop-up, you will see the same filters that were presented to you on the main onboarding page (1).

To add your item select “Video” (or the relevant item if you are adding something different to this example). And choose an item from the drop-down list.

To find out more information about how to add items to onboarding, 🖱️ see our further guidance here.

Once you have selected the relevant video (or item), it’s time to:

Add a title
- The title will be visible for the recipient.
Add a description
- The description will be visible to the recipient.
Decide whether this workflow item needs to be added to the check list or requires approval by using the toggles.

Once you are happy with all of the above, click “Save Details”.

You will now see that the “Workflow” now contains the workflow item that you have just added (1).

At this point, you can choose to add more workflow items if needed to the same workflow or you can choose to navigate back to the main template.

If you choose to go back to the main template, you can choose to add a new workflow.

This additional workflow can be added to the same stage of the recruitment process or a different one depending on your needs.

If you add more workflows to the same recruitment stage, this provides a nice carousel effect for the recipient.

To add different types of workflow items to your workflows follow the same process ⚓ as detailed above.

👥 Creating A Dual-Purpose Onboarding Package (Internal & External Candidates)

➡️ How To Trigger Different Onboarding Workflows For Internal & External Candidates:

Workflows can be set to trigger automatically at different stages of the onboarding process, or they can be triggered manually by an internal user.

You can also choose whether a workflow applies to internal candidates, external candidates, or both.

➡️To Create:

Whilst In the Onboarding module, create a Package as normal by clicking on the + icon (1), to house your workflows and workflow items:

Fill in all relevant details and select “Save Details” at the bottom of the screen.

Once you have created a package, you can add a workflow as usual, by selecting the + symbol at the bottom of the page (1):

Fill in the details as usual:

At the bottom of the workflow page, you will notice an option relating to the Candidate Type (1):

Here you can specify who the workflow will be sent to:

Internal candidates
External candidates
Both

Toggle on the required Candidate Type.

Once you are happy with your workflow, click “Save Details” at the bottom of the page:

Next, create your Workflow item as usual by selecting the “+” symbol at the bottom of the page:

Once happy with your workflow item, click “Save Details” at the bottom of the screen.

You can have as many workflows on a package as you like, triggering at different stages in the application process if you choose (1):

‼️ Important things to note

If you have the”Mark Internal On Hire” permission turned on, (i.e. when a candidate is moved to “Hired”, they will automatically become an Internal candidate):
- If you have a workflow set to trigger for Internal candidates at the “Hired” stage, these newly marked “Internal” candidates will not receive the workflow
- The platform will still class these candidates as External candidates, and as such they will only receive “External” workflows
- Candidates will only receive the Internal “Hired” workflow if they were internal prior to being hired

✏️ How To Edit An Onboarding Package

You may have a situation where you or a colleague has created an onboarding template that contains a workflow or a workflow item that needs to be edited or changed in some way.

A template can be edited or changed at any time, even if it has already been assigned to a job and sent out to recipients.

Any updates will automatically apply to assigned templates and incomplete workflow items. However, if a recipient has already completed a workflow item, the original version remains unchanged.

To get started with making changes, head to your Onboarding Packages - via “Onboarding” > “Manage Packages”, from here the list of templates will appear on the right-hand side of the page.

To amend one of your templates, simply select the pencil icon against the relevant template (1).

From here the template will open.

You can make changes to the package details by clicking on any relevant parts, once you are happy make sure to select “Save Details”.

Next scroll down the template to the workflow/s.
- Select the edit icon against the workflow item that you wish to amend.

From here the workflow will open.
- You can make any changes to the workflow, by scrolling down the page to find the relevant workflow item.
- Followed by selecting the edit icon (pencil).

You will be presented with a pop-up allowing you to select from the different filters on the left-hand side of the page if you want to change the workflow item.

Once you have finished, select “Save Details”.

How To Create An Onboarding Package

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