This article will provide an overview of the worker experience so HR users can understand how the onboarding steps appear from a worker’s perspective. This allows HR users to better understand building relevant positions, and manage onboarding requirements with more visibility of all user interactions.
The onboarding requirements for a worker can be pre-built and customised. Meaning, you can change the sections you need information from a worker during the following onboarding phase:
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Company Settings - Onboarding
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Positions
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When Creating an Onboarding
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Administrator Settings - Email & SMS Templates
Important: Once an onboard setting for a position is released, the pre-built requirements are set and can’t be configured at this point. If you need to modify an onboarding detail or contract, you’ll need to Edit the Onboard (where options/variations permit), or Cancel the Onboard and resend a new one.
The requirements of the worker during their onboarding typically follow the key steps as outlined below:
1. Receive & Start Onboarding
A worker can start with the onboarding phase when they receive an email invite.
During this time the onboarding status on the HR Dashboard will indicate Sent to Worker.
After a worker clicks Start Onboarding, he’s prompted to create a password for his account in Expedo.
After setting the password and accepting the invitation, the worker will be prompted an account is created for them.
2. Welcome Message & Introduction Video
After activating and logging into their newly created Expedo account, workers will see the welcome message and introduction video the company has set in the onboarding phase.
To modify, read the full guide and create your welcome message and upload an introduction video.
3. Offer Letter & Contract Review
In this phase, the worker can read through their contract for their job role. Workers can:
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Send a message to ask questions for any clarification in their contract
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Download a PDF copy of the contract
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Accept the contract
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Decline the contract
As HR, how can you edit a contract? Follow the link here to customise the contract for job roles.
4. Signing of Contract
Workers must sign and confirm if they accept the contract for their job specifications. Workers can digitally sign the contract. They can draw the signature or use a text signature by typing in their name and selecting a signature style.
5. Declaration
Workers are informed of their information which will be shared with third parties, such as banks, relevant government authorities, and other benefits funds, throughout their employment. The worker needs to click on the Acknowledge button to proceed with the onboarding.
6. Worker Dashboard - Get Started
The worker is routed to their profile and set the information below:
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Personal Details
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Emergency Contacts
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Tax Information
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Bank Details
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Superannuation Details (if the worker is employed in Australia)
7. Work Rights
In this phase, a worker uploads any requested proof of documentation required for the company to complete a Work Rights check for the relevant country. Read more about Work Rights Check in this article.
8. Policy Documents & Induction Courses
Workers can get access to courses assigned to them in this dashboard. They can also use it to review and complete documents required for their onboarding or any job specifications.
9. Finalise & Submit Onboarding
After submitting the complete requirements for onboarding, a worker can click on Finalise Onboarding to finalise and Submit Onboarding For Review to their respective HR.
10. Two-Factor Authentication
A unique code is sent via SMS, to verify their account. Enter the code in the form and click Finalise.
Once these steps are complete, an email and Expedo notification is sent to the approving manager. The next step is to have the manager review and Approve the Onboard process. Follow the link to read more and how to approve onboarding as a Manager.