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✏️ Introduction

A successful onboarding experience sets the tone for a new employee’s journey within your organisation. To deliver a smooth and structured onboarding process, it’s essential to understand the key components that make it effective. This guide outlines the foundational elements required to build and manage onboarding within your ATS platform, including onboarding templates, workflows, tasks, and preparatory content. Whether you're creating a new onboarding process or refining an existing one, this document will help you ensure that every step is well-organised and aligned with your recruitment goals.

 

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📂 Onboarding Components

Onboarding is made up of the following required components:

  • An Onboarding Template
    • A template is much like a filing system and it is created to house tasks that need to be completed as part of the onboarding process. 
    • Once created, the template is assigned to a job.

An onboarding template contains:

  • Workflows
    • You may create 1 or more workflows and they can be aligned to any stage of the recruitment process. 
    • Workflows are created to house workflow items.
  • Workflow items
    • Are generally tasks that need to be completed as part of the onboarding process. 
    • Tasks can be set up as required so that you can be sure certain actions have been carried out prior to the candidate joining your organisation as an employee.

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

 

To learn more about how to create an onboarding package 🖱️ see our further guidance here.

 

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📒 Planning & Preparing Content

In advance of creating an onboarding template, you will need to prepare your content so that you can add it to the Onboarding area of the ATS.

Here are some examples of content you may need:

  • Policies
    • Think about the policies you will need the candidate to read and acknowledge prior to joining your organisation.  
      • A staff handbook
      • Data Protection 
      • Health & Safety 

        *Policies can be uploaded making the process very efficient.

  • Questionnaires
    • Questionnaires can be used to ask the candidate for details about their next of kin or uniform requirements. 
    • They can also be used to assign to the recruiter or hiring manager perhaps you want to make sure all onboarding steps are complete, or check if an induction has been scheduled and IT equipment ordered.
  • Reference Checks
    • You can ask a candidate to provide you with an email address for their referee. 
    • Once provided an email will be automatically sent to that referee.
  • Videos
    • You could provide a welcome or job-specific video to help engage the candidate prior to joining as an employee.
  • DateGap Templates
    • Allows you to ask for education and address history over a specific time period.

Once you have thought about and prepared your content, you are ready to add it to the onboarding area of the ATS.

 

To learn more about how to add items to onboarding 🖱️ see our further guidance here.