Create Onboarding

Create a New Onboard by clicking the "Create" button in the Onboarding section.

Employment Type

Use the Full Time, Part Time, Casual buttons as filters to find the most appropriate Employment Contract for your worker.

Tip: You can use the engagement decision tool to help you determine which type of contract suits your worker best.

Employment Contract

Select the employment contract relevant to the worker's engagement.

• Note that the contracts presented are initially the prewritten contracts from the Expedo HR Marketplace (an included set of documents, templates and workflows available for your use). These Marketplace contracts are prewritten and not editable as this keeps the integrity of the document and usage consistent.

• Preview the document to see the description and example text/inclusions within that contract.

• Tip: If you cannot see any contracts, make sure you have selected an Employment Type which filters the contracts.

Position

• Select or search for an existing position for this worker’s onboarding.

• If an existing position cannot be selected (appears greyed out), you may need to view the position and check that the employment and contract types for the position match what you have filtered for during this onboarding set up.

• If an appropriate position does not exist, you can add a new position. You can then continue the onboard build with this new position name and finish setting up the new position at a later date.

Worker Type

Attach a worker to the onboard, either a 'new worker' or an 'existing worker'.

New Worker

This allows for the onboarding to be sent to workers who do not have a profile in the system.

Below are the minimum details required to continue with the onboarding. The additional worker details can then be entered by the 'Onboarding Approver' or by the 'Worker' themselves during the on-boarding experience.

• Start Date - The date when the worker started with this particular employing entity (and may need to reflect a historical date from previous engagements). This may be different to the 'commencement date' for this contract/engagement. Typically the start date is used for historical HR and payroll specific reporting/interpretation for 'length of service' based legislation etc.

• Mobile & Email - Ensure these are 100% correct as these are used for the 2-Factor Authentication that Expedo uses to validate the onboarding submission (for security & privacy)

• Manager - is generally the direct line manager of the worker. This manager will be used for hierarchy based reporting and settings such as leave approvals. Note that the approving manager for the onboard/contract may be different from this manager and selected during the next onboarding build step.

Existing Worker

This allows the selection of a worker profile that already exists in the system.

Note that you cannot select a worker that has an un-finalised onboarding currently in progress. In this case, you can either:

1. Cancel the Existing Onboard and continue with the new onboard, or,

2. Edit the Onboard if the changes are small and suitable to prevent a duplicate build.

Additional Documents

Select or deselect any documents you would like to be included and required for this onboard experience. If an additional document you need is not available, you can edit the position and add any necessary documents.

Induction Courses

Select or deselect any induction courses you would like to be included and required for this onboard experience. Induction courses can be added and edited in company settings.

 

Background & Visa Checks

Select or deselect any background or visa checks you would like to be required for this onboard experience. Note that if activated, these background checks change the onboarding workflow and steps required during the experience.

Note: The availability of background and visa checks will depend on your company and the country of worker engagement.

 

Click ‘Create Onboarding’

This onboard will now exist as a Draft until the Onboarding Details (see below) have been completed and the onboard has been sent to the worker. The Onboarding Details can be completed at a later date and by the approving manager.

 

Onboarding Details

After creating a new onboarding, you can then follow through the steps and fill out the HR and Payroll details for the worker.

You will be prompted to fill in any compulsory items that are needed here, with some optional fields (some of which may also be presented to workers for completion).

These steps contain:

• Personal Details - General worker personal details, the worker will also be prompted to complete these in case you don’t have them all.

• Onboarding Details

  • Manager for contract sign - Select the user that will be responsible for signing the contract and reviewing & releasing the Onboard to the worker.

    • A user needs to be added as a manager in company settings before they can be selected as a Signing Manager.

  • Commencement Date - Date used to indicate the commencement date of this particular contract. Note this may be different to the 'start date' indicated during the worker setup.

• Contract Specific - fields which are 'hard coded' into the expedo marketplace contracts, such as Award, Classification etc. These steps/questions cannot be edited or changed. Contact Expedo Support if you need further help with these.

• Custom Documents/Contracts steps from a custom build using the Document Builder tool within Expedo.

 

See the on-screen guiding material for each step if you aren't sure about the input requirements.

 

Once you have completed all of the necessary steps you can click 'Save and Continue'.

Expedo will then issue the onboarding package to the relevant manager for approval. If you are the 'manager for contract sign', you can proceed directly and approve the onboarding. If not, that manager will receive an email notification.

The signing manager can proceed to the next step and Review and Release the Onboard.