App Features
- Create records for people who are either candidates for a position at your organisation or new employees that need to be on-boarded.
- In order to organize and report on your candidates and employees, they are categorized in the following ways:
- Department – A list departments within your organisation, such as IT, Sales and Finance, etc.
- Job Skills – A list of skills the organisation might need, such as Accounts Receivable, Online Marketing, Quality Inspector, etc.
- On-Boarding Task – A list of tasks a new employee must complete on joining the organisation, such as Receive Employee Handbook, Get Employee Badge, etc.
- View and report on candidate and employee progress.
Talent and Employee On-Boarding Template Images |
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Setting Up the Talent and Employee On-Boarding App
Please follow these steps to get the Talent and Employee On-Boarding app ready for use in your organisation:
- To supply this list of on-boarding tasks, you need to create an On-Boarding Task record for each task you want to use: i.e. Receive Employee Handbook, Get Employee Badge, etc. To do this, go to Lookup Lists > On-Boarding Tasks in the left side navigation, click the ‘+ Add New Record‘ button to add a blank record, and then you may click directly in the view to edit the values.
- The Person form allows you to record job skills the person might have. To supply this list of product versions, you need to create a Job Skill record for each skill you want to use: i.e. Accounts Receivable, Online Marketing, Quality Inspector, etc. To do this, go to Lookup Lists > Job Skill in the left side navigation, click the ‘+ Add New Record‘ button to add a blank record, and then you may click directly in the view to edit the values.
- The Person form asks for the department the person will work in, once they become an employee. To supply this list of department names, you need to create a Department record for each department name you want to use: i.e. Sales, IT, Finance, etc. To do this, go to Lookup Lists > Departments in the left side navigation, click the ‘+ Add New Record‘ button to add a blank record, and then you may click directly in the view to edit the value.
- You will also need to assign the appropriate people to the security roles within the application. Go to Lookup Application Setting > Edit App in the left side navigation, and once the app design screen appears, select Security > Roles and Users in the left side design navigation. Then select each of the applications roles (discussed below in App Design Details), and use the right side panel, that appears when you select a role, to set who should be in the role.
Using the Talent and Employee On-Boarding App
The Talent and Employee On-Boarding app can help in two parts of the employee on-boarding process. It will help you manage the candidate list building and candidate evaluation process. It can also help ensure that new employees go through the correct set on on-boarding tasks as they start working at the organization.
During the candidate phase, you can enter contact and job skill information to help match people to job openings within your organization. When you make an offer of employement to the person, click on the Job Offer Made workflow button. Once they have accepted a job offer, you click on the Start Employee On-Boarding workflow button at the top of the form and start managing the predefined Before Employee Start on-boarding tasks. Alternatively, you can click on Candidate will not Progress to mark them as a Past Candidate, though they stay in the application in-case their skills would make them suitable for another position at another time.
Once all of the Before Employee Start on-boarding tasks have been completed, click on Before Start Actions Completed to put the person in the Employee First Week workflow stage and start managing the predefined Employee First Week on-boarding tasks. Once all of the Employee First Week on-boarding tasks have been completed, click on First Week Actions Completed to put the person in the After First Week workflow stage and start managing the predefined After First Week on-boarding tasks. Once all of the After First Week on-boarding Tasks have been completed, click on All On-Boarding Actions Completed to put the person in the On-Boarding Completed workflow stage, and end the on-boarding process. Finally, you can click on Employee Left to mark an ex-employee as a Past Candidate or Employee, so you can retain a record of their skills for future reference.
App Design Details
- On-Boarding Task, Job Skill and Department records can only be created and edited by the App Admin role.
- On-Boarding tasks are split into three time-frames:
- Actions taken before the first starting day: For example, be sent an information pack, or medical test requirements.
- Actions taken during the first week on employment: For example, be given a copy of the Employee Handbook, or sign forms for employee parking and badges.
- Actions taken after the first week on employment: For example, be given a review meeting with the manager after 30 days, or sign forms for employee healthcare and pensions.
- Security Roles, and their general purpose, are:
- Reader – Can read, but not edit, Employee records.
- Editor – Can create and edit, but not delete, Employee records.
- App Admin – Can create and manage Department and On-Boarding Task records, and edit and delete Employee records.
- Employee records are the main records in the application, and can be created by members of the Editors & App Admin roles. Security for the record is detailed in the workflow section below.
- Employee form workflow stages are:
- Candidate – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- Job Offer Made – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- Before Employee Start – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- Employee First Week – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- After First Week – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- On-Boarding Completed – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
- Past Candidate or Employee – The Readers role can read but not edit the record, the Editors role can editor can edit the record, and the App Admin role can edit and delete the record.
Updating the Talent and Employee On-Boarding App
Don’t forget, as well as being a fully functional app that’s ready to go, the Talent and Employee On-Boarding template app can also be a useful starting point for you to build from. If you want extra information tracked for your candidates or employees or want additional views to sort them in different ways, you can make those updates yourself.
When you are ready to start using this application, we recommend you remove this ‘About Talent and Employee On-Boarding’ page from the application as your users will not need to see it. To do so, go to ‘Edit App’, open the ‘Navigation’ section, and click the ‘X’ next to ‘About Talent and Employee On-Boarding’ to remove it from the Navigation. You can also go the ‘Pages’ section and delete the pages as well.