Employee Self-Onboarding
Easily set up customized onboarding workflows to guide new hires through their first steps at your company. With ZenHR, you can create and send tailored onboarding kits that include key details like arrival time, location, main point of contact, and any essential documents or tasks. Whether you want to initiate onboarding before or on the hiring date, the process is flexible and fully customizable.
Admins can:
Build onboarding workflows with multiple steps (details, instructions, tasks)
Assign tasks like uploading documents, completing profiles, and more
Send workflows individually or in bulk (Mass-Onboard)
Track progress and status of each employee’s onboarding journey
Once sent, employees receive an email with everything they need to get started, making the onboarding experience smooth, streamlined, and paperless.
TABLE OF CONTENTS
How to Create Onboarding Workflows
To create or manage onboarding workflows for new employees:
Click on your user menu in the top-right corner of the screen.
Then click “System Preferences”.
From the left sidebar, under Administrative Setup, select “Workflow Templates”,
Then, on the Workflow Templates page, click on the Onboarding tab.
On this page, you can view, create, and edit onboarding workflows sent to employees when they join the company.
To create a new onboarding workflow, click the “+ New Workflow” button.
Then, in a step-by-step process, you can craft a personalized onboarding experience that suits the unique needs of each new employee, giving you complete control over their onboarding journey.
Step 1: Workflow Details & Settings
Here, you’ll give your workflow a name and choose when it should be sent, either before the employee's hiring date or on the hiring date.
You can specify how many days before the hiring date you would like to send it. Sending an onboarding workflow before will allow new hires to get started on any tasks before their first day and start onboarding before (tasks can be assigned in Step 3).
Step 2: When, Where, and Who
In this step, you can provide all the key information your new hire needs for their first day, including:
Arrival time - What time they should arrive on their first day.
Office location
Main point of contact
Any additional instructions you would like to give them.
Step 3: Tasks
This is where you specify tasks you would like the employee to do.
Tasks can include the following:
Uploading Documents - if there are any specific documents you would like the employee to upload, such as their ID, passport, etc.
Downloading Documents - if there are any specific documents you would like the employee to download, such as company policies, employee handbook, etc.
Completing Profile - Ask employees to add all the necessary information to complete their profile on ZenHR.
Providing Bank Details - Ask employees to provide all the necessary bank details to streamline the payroll process.
Receiving Assets - Assign someone to give assets to this employee.
Custom Tasks - Add any additional tasks you would like the employee to complete during onboarding.
Once you’re done with adding tasks and all three steps, click “Save” to save this onboarding workflow.
Sending Onboarding Workflow to Employees
After you create an onboarding workflow, you can send it to employees.
To send an onboarding workflow while adding a new employee:
From the main menu, go to “Employees”.
Under Employee Affairs, click on “Employee Management”.
On the Employee Management page, click “Add New Employee”.
In the Personal Info step, you’ll find a toggle labeled Send Onboarding Workflow.
Turn this toggle on.
A dropdown will appear where you can select the onboarding workflow you want to send to the new employee.
Once you finish adding the new employee, the onboarding kit will automatically open with the workflow you selected.
If you want to make any changes before sending it to an employee, such as updating instructions, editing arrival details, or adding more tasks, you can do that at this stage.
This gives you the flexibility to customize the onboarding experience for each employee, even if you're using a standard workflow.
If you want to use a different workflow instead of the one you initially selected, click “Change Workflow” under the employee’s name.
Once everything is ready and the onboarding kit is sent, the employee will receive an email with all the tasks and details you’ve included.
If you didn’t send an onboarding workflow during employee creation, you can do it from the employee’s profile later.
Go to the desired employee’s profile.
Under their name and user info, click the more (⋮) button to open the actions menu.
From the list, select Onboard Employee.
Onboarding/Offboarding Management & Mass-Onboarding
To manage and view any sent onboarding/offboarding workflows, follow the steps below:
On the Main Menu, click on Employees.
Then, under Employee Affairs, select “Onboarding and Offboarding”.
On this page, you can view and filter through all the different onboarding and offboarding workflows that have been sent to employees. You can track their overall status and check the status of individual tasks included in each template.
To Mass-Onboard multiple employees at once, click the “Mass-Onboard Employees” button in the top right corner of the Onboarding and Offboarding page. This efficient feature saves you time and effort, allowing you to onboard multiple employees with just a few clicks.
Select the onboarding workflow you want to send to all the employees, and add a description and notes.
Then, enter all the names of the employees to whom you want to assign it. You can filter based on work location, department, section, or main project.
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