Onboarding is a process that helps new employees to be integrated into an organization. It typically involves several key elements, including employment agreements, onboarding forms, payroll, and invoice run. By linking the onboarding process to these elements, organizations can streamline their new hire process and ensure that all necessary information is collected and stored in a centralized location. This section will explain everything you need to know about onboarding from onboarding new workers, as well as how to manage stated key elements.

1. Access to Onboardings

1. Go to the sidebar and select Onboardings
2. Click Onboardings
3. The onboardings will show up

There are 2 tabs on the onboardings page:

• Awaiting Mapping Tab: Awaiting Mapping Tab shows a list of new workers clients have submitted but yet map to the system
• Onboarding Tab: Onboarding Tab shows the list of workers who have been associated with a client in the system and assigned to an onboarding PoC.

2. Client Fills in EA Intake Form

1. Click + Onboard New Worker
2. Select Form Template (User need to set up 📖Manage onboarding form templates)
3. Share the link with client

4. The worker has to fill out the form and submit it

5. After the form is filled, the worker name appears in the “Awaiting Mapping” tab

3. Map Workers

1. Click on the selected worker in “Awaiting Mapping” tab (e.g. Sophie Evans)
2. Select client of this worker (e.g. Example Corporation)
3. Select Assignment Start Date
4. Select Associated SOW
5. Choose “Create New Worker” or “Use Existing Worker”
• “Create New Worker” is to create the new worker that has not been set in 📖Manage workers (employees)

If “Create New Worker” is selected:

1. Set name (e.g. Sophie Evans)
2. Set work country (e.g. Australia)
3. Select Onboarding PoCs: people who in charge of managing onboarding process of the employee (e.g. Jane Payroll)

• “Use Existing Worker” is to map worker with the one who has been set in 📖Manage workers (employees)

If “Create New Worker” is selected:

1. Select worker that existing in the client (e.g. Chaonan Peng)

6. Click Save
7. The new worker will disappear from “Awaiting Mapping” tab and appear in “Onboarding” tab

4. Review and Generate Employment Agreement (EA)

1. Click the selected worker in “Onboarding” tab (e.g. Sophie Evans)
2. Click Review and Generate Employment Agreement

📔

Note You can skip by clicking Skip Employment Agreement

“Employment Agreement” status changes from “Draft” to “Skipped”

3. Select EA contract template (User needs to set up 📖Manage employment agreement contract template) (e.g. A Contract)
4. Set “Contract Date” (e.g. 18/02/2023)
5. Set “Client Name” (e.g. Example Corporation)
6. Set “Legal Entity Name” (e.g. Example Corporation (China))

6. Click Generate Employment Agreement
📔
Note The contract is generated, and “Employment Agreement” status changes from “Draft” to “Generated”. After the EA is signed, user can upload the signed document .

7. Click Mark as Signed

8. Upload a copy of the signed employment agreement

9. Click Mark as Signed
10. Still bug

5. Submit Onboarding Forms

1. Click the selected worker in “Onboarding” tab (e.g. Sophie Evans)
2. Click Create Onboarding Submission

3. Select onboarding form template (User needs to set up 📖Manage onboarding form templates onboarding template.) (e.g. A Template)
4. Select onboarding form (User needs to set up 📖Manage onboarding form templates country section template.) (e.g. Australia)
5. Add notification email
• Users may add multiple emails by use comma (,) to separate each email

6. Click Create Submission
7. Copy link and share to worker

8. After worker has filled out the form, ”Onboarding Forms” status changes from “Awaiting Worker Input” to “Submitted by Worker”

6. Fill Out Payroll

1. Click the selected worker in “Onboarding” tab (e.g. Sophie Evans)
2. Click Add to Payrun

3. Select recurring payrun (e.g. Kitsune Electric (Australia) - AU - Example Provider)
4. Select first payment month (e.g. 02/2023)
5. Select effective start date (e.g. 01/02/2023)

6. Click Save
7. “Payroll” status changes from “To Be Processed” to “Filled Out”

7. Add to Invoice Run

1. Click the selected worker in “Onboarding” tab (e.g. Sophie Evans)
2. Click Add to Invoice Run

3. Select Invoice Run
4. To be continued (we don’t have invoice run for now)

8. Filter Onboardings

You can choose desirable criteria to filter lists of workers that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Work Country)
3. Set your criteria (e.g. Australia)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

9. Sort Workers in Onboardings

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

Next: Quotation Module