Employee Onboarding¶

Streamline the new hire setup process with automated onboarding workflows.

Overview¶

The onboarding system helps you:

• Collect new hire information digitally
• Track document completion
• Automate system access provisioning
• Monitor training progress

Adding New Employees¶

Quick Add¶

1. Go to Employees in the dashboard
2. Click Add Employee
3. Enter basic information:
   • First and last name
   • Email address
   • Phone number
   • Store location
   • Start date
   • Role/position
4. Click Save & Send Invitation

The employee will receive an onboarding email with instructions.

Bulk Import¶

For multiple new hires:

1. Go to Employees > Import
2. Download the CSV template
3. Fill in employee information
4. Upload the completed file
5. Review and confirm

Onboarding Workflow¶

Employee Steps¶

New employees complete these steps through their onboarding portal:

1. Accept Invitation - Click link in welcome email
2. Personal Information - Verify and complete details
3. Emergency Contact - Add emergency contact info
4. Tax Forms - Complete W-4 and state tax forms
5. Direct Deposit - Enter banking information (optional)
6. Availability - Set work availability
7. Acknowledgments - Review and sign policies

Manager Visibility¶

Track onboarding progress from the dashboard:

Document Collection¶

Required Documents¶

Configure which documents are required:

1. Go to Settings > Onboarding > Documents
2. Enable/disable document types
3. Set which are required vs. optional

Common Documents¶

Document Storage¶

All submitted documents are:

• Stored securely
• Accessible to authorized managers
• Retained per legal requirements

System Provisioning¶

When onboarding completes, the system automatically:

• Creates employee login credentials
• Assigns to correct store location
• Sets up scheduling profile
• Enables time-off access
• Sends welcome email with login details

Training Tracking¶

Training Checklists¶

Create training checklists for new hires:

1. Go to Settings > Onboarding > Training
2. Create checklist items
3. Assign to positions/roles

Tracking Completion¶

Managers can track training progress:

1. Go to Employees
2. Select the employee
3. View Training tab
4. Mark items as complete

Customization¶

Custom Fields¶

Add custom fields to collect additional information:

1. Go to Settings > Onboarding > Custom Fields
2. Click Add Field
3. Configure:
   • Field name
   • Field type (text, date, dropdown, etc.)
   • Required or optional
   • Position in form

Welcome Message¶

Customize the welcome email:

1. Go to Settings > Onboarding > Email Templates
2. Edit the Welcome template
3. Use merge fields for personalization

Resending Invitations¶

If an employee didn't receive or lost their invitation:

1. Go to Employees
2. Find the employee
3. Click Resend Invitation

Onboarding Reports¶

Available Reports¶

Accessing Reports¶

Go to Reports > Onboarding to view.

Best Practices¶

Troubleshooting¶

Common Issues¶

Employee can't access onboarding portal?

• Verify email address is correct
• Check spam/junk folder
• Resend invitation
• Try a different browser

Documents won't upload?

• Check file size (max 10MB)
• Verify file format (PDF, JPG, PNG)
• Try a different browser

Onboarding stuck in "Pending Review"?

• Manager needs to review and approve
• Check for missing required items
• Contact your administrator

Need Help?¶

Contact support at support@coldstonereno.com