Employee Onboarding
Employee Onboarding
When you are hiring a new employee, there are some things that must be executed in a specific sequence and on time.
This section of ERPNext allows you to manage the main records of these tasks and create a collection of tasks that are always identical when a new employee is hired.
The Employee Onboarding document is prepared for an applicant of work who the firm has decided to employ.
This ensures smooth transition from employment to working and involves all the administrative and working processes that need to be carried out.
It is highly essential that all of these tasks be completed on time and in compliance with no gaps to ensure the employee is completely integrated into the firm.
For compliance purposes, perform a background check on their legal and professional past.
Create a complete employee master record in the system.
Create and set up an official email account for communication within the company.
Create and distribute an Employee Identity Card so individuals can enter the office.
Provide the initial leave balance as per the company's leave policy.
You could create and monitor these simple tasks in an Employee Onboarding Template in Frappe HR.
1. Requirements
Before you create an Employee Onboarding, you must ensure you have created the required supporting documents.
These documents contain the data required to automatically retrieve and populate the correct information during onboarding.
Job Applicant: The individual who has been sanctioned and will be employed.
Employee: The system record for the employee that must be created.
Department: The department the employee will be assigned to.
Designation: The job title or position of the employee.
Employee Grade The grade level that can be utilized to categorize employees.
2. How to Create an Employee Onboarding
Click on Employee Onboarding, then New.
Select the Job Candidate. If the Employee record is present, it will automatically be retrieved once selected.
Select the Employee Onboarding Template. If the template previously has details regarding the Department, Designation, and Employee Grade, it will be automatically brought in depending on the selected template.
To activate a start date for the onboarding, enter the Date of Joining.
To initiate the onboarding process, save the document and send it.
3. Things to Know
3.1 New Employee Onboarding Template
Employee Onboarding Template is a blueprint where all the steps involved in onboarding someone have been compiled.
This allows HR departments to ensure that all the departments have similar steps and no critical step is left behind.
You can create an Employee Onboarding Template for a specific department, job title, and employee level.
To create a new template, go to Human Resources, Employee Lifecycle, Employee Onboarding Template, and New.
Enter the Department, Title, and Employee Grade (optional).
Create a list of the tasks to be completed for onboarding. You may select a User or Role for each task to assign.
Set a start date (Days) for every activity, which is when it should begin against the joining date, and a duration (Days) when it should be completed.
This ensures that onboarding work is assigned, followed up, and completed on schedule.
3.2 Tasks and Assignments
When you submit an Employee Onboarding record, a Project will be created immediately.
The template will also generate tasks for every onboarding action in the project.
The system will build tasks with the correct Start and End Dates automatically if activities have dates and times chosen. Holidays are not included.
You can view and maintain these tasks in the relevant Project workspace, which makes it simple to view how far you've progressed.
You can also assign each task a weight based on how critical it is, which allows you to order the most critical onboarding tasks first.
When HR or assigned users update activity statuses, the system will reflect how far along the Employee Onboarding process in general is.
This allows managers and HR departments to observe how much of the work is complete in real time.
3.3 Making Employees
You might even create the Employee record directly from the Employee Onboarding doctype when you hire someone if it has not been created yet.
It can be accomplished when all the onboarding tasks that are required are completed, which ensures that no employee record is created too early.
This integration ensures that the Employee master, along with connected settings such as leave allocations and role assignments, are all smoothly linked with the onboarding process.
It also reduces duplication and errors by bringing all the stages into a single systematic process.
