Onboard in Evolve ATS provides an automated and customizable process for transitioning candidates and new hires into employees. This feature acts as a task management system, helping your organization coordinate and speed up all onboarding activities. This article will provide a good understanding of the basic concepts required to use the Onboard application.
Audience
All users
Tasks / Onboarding Tasks
A task is an action item or a unit of work assigned to any user to onboard a new hire. A task can be assigned to a new hire, current employee, hiring manager, recruiter, HR, or any other person in your company. The person to whom a task is assigned is called a Task Assignee. A task can require its assignee to provide information or take action in other systems. The assignee can record the task as complete by clicking Mark Complete under the task. Below are a few examples of onboarding tasks:
- Complete I-9 section 1 – assigned to new hire
- Setup HRIS account for new hire – assigned to HR Admin
- Procure laptop for new hire – assigned to IT personnel
NOTE: An onboarding task is not the same as a task in Evolve ATS.
Onboarding Process
An onboarding process is the onboarding plan for a specific new hire. It represents the onboarding for a specific person, e.g., an onboarding process for onboarding Jack Smith in the role of Sr. Systems Administrator at the San Francisco location. Multiple onboarding processes can be active at the same time, representing different new hires.
NOTE: The onboarding process is not the same as the process template covered below.
Process Templates
A process template is a recipe for an onboarding process. It defines how to onboard a specific type of new hire or what an onboarding plan for a new hire looks like, e.g., a process template to onboard a sales representative in the San Jose office. It consists of a series of tasks typically performed by multiple assignees. It also defines the landing page for a new hire. A process template must have one and only one landing page (new hire portal) associated with it. An organization can use any number of process templates to serve a variety of business units and locations. For example, the process template at a corporate office might be very different from one at a field office.
Task Templates
Task templates are the building blocks of process templates. Task templates define the structure of a task; e.g., a task template to capture direct deposit information from a new hire defines what data needs to be captured and the layout of the form. Task templates are defined before defining any process template. A task template can belong to multiple processes. Just like process templates are a recipe for a process; task templates are a recipe for a task.
Task Template Groups
Task template groups are a way to organize task templates for easy access, e.g., a group named Payroll Tasks can contain W4s, direct deposit, and Payroll admin tasks. A task template group makes it easier to include a bunch of tasks within a process template all at once as opposed to having them included one by one. A task template can be a part of multiple task template groups. A group can have a group within it, and so on.
New Hire Portal
A new hire portal is the landing page on which a new hire lands when starting the onboarding. It is the first impression given of an onboarding process. It typically includes the company logo, a new hire welcome message, and some quick tips to get started. A company can have multiple new hire portals for different types of new hires, such as a new hire portal for sales position hires, which is very different from the one for an IT department employee.
User Types and Roles
Two roles are unique to Evolve ATS Onboard:
- Onboarding Admins are the planners behind the onboarding processes. They define the process templates used by onboarding orchestrators to onboard new hires. NOTE: Onboarding admins are not the same as Evolve ATS admins. Only Evolve ATS admins can create new custom fields, update email templates, and perform other actions that affect the entire product.
- Onboarding Orchestrators are onboarding coordinators who manage the day-to-day operations of new hire onboardings. They can start a new process, assign/re-assign tasks, and abandon processes.
Here are some user types (not global) to know when working in Onboard:
- Process/Task Watchers are observers who get email notifications as activities happen. They can be assigned in the context of a specific process or task.
- Candidates become new hires as they start pre-boarding/onboarding. They do not have a specific user/role until they become employees. They use their jobseeker account to log in and access the onboarding portal.
- Current employees who are onboarding employees access their onboarding or tasks using their Evolve ATS account. There is no specific role assigned to these users.
Admin Configuration
To begin using Evolve ATS Onboard to onboard new employees, the Onboard Admin must complete the following:
- Create Task templates for tasks/forms
- Create a new hire portal
- Create a process template
See the Onboard Admin Configuration article.