Using EmpXtrack Onboarding Module

Using EmpXtrack

Onboarding Module

Copyright 2013 | Saigun Technologies Pvt. Ltd. 2

The Onboarding module allows you to induct new employees into the organization and

provide them information, resources, and training so that they successfully become

employees of the company. Onboarding is a transition process where a selected candidate

becomes an employee of the company. With onboarding module, you can:

• Configure the module as per your specific requirements.

• Create Onboarding Candidate Request.

• Provide candidate a URL through which (s)he can fill her personal and professional

details and submit the onboarding forms.

• View Candidate details and move the candidate to HRIS.

The users of the module are:

• HR Manager / Onboarding Manager

• Candidates who have been made an offer

Users and Functionalities of Onboarding Module


1. Login as HR Manager to complete this one-time activity.

2. Go to Settings >> Recruitment >> Onboarding configurations.

3. Select the onboarding forms that you require from the Select Forms tab that appears on

Onboarding Configuration Setting page.

4. Click Next.

Continued….

Configure Onboarding Module


5. Modify the order of the selected forms, if required by clicking on the up and down arrow keys on the Onboarding Forms tab that appears.

6. Click Actions icon corresponding to a form and select Edit from the menu that appears to modify that form.

Continued ….



7. Modify the form as per your requirements, by following the information given below:

• Write / modify the help that you need to display on the form through Help displayed to

the user section.

• Modify the visibility of form for different users through Form Visibility Setting section.

• Modify the names and visibility of form fields through Form fields Setting section.

8. Click Save.



The HR Manager starts the onboarding process. If you want the onboarding process to be managed by some other employee then you need to assign the HR Manager role to the employee to whom you want to manage the onboarding process and assign the Onboarding module to the employee. Learn more about groups by viewing the Security presentation on EmpXtrack

To start onboarding process, you need to:

1. Log in as Onboarding Manager / HR Manager.

2. Go to Manage >> Onboarding >> Create onboarding request

Continued….

Start Onboarding Process


3. Provide the details of the new onboarding candidate.

4. Click Create.

A URL using which the candidate can log into the system and provide his/ her login details

appear at the end of the page. The same URL would be sent to candidate through mail.

Add a New Onboarding Candidate


Candidate accesses the URL assigned to him/her and logs into the system by providing the

email address and the password set for him/ her by the HR Manager/ Onboarding manager

while creating the candidate’s onboarding request.

Candidate Logs into the System


A list of onboarding forms appear for the candidate. The candidate needs to fill the mandatory fields of all the forms and saves and submits the forms.

Candidate Fills Onboarding Forms


The details filled by the candidate are submitted to the Onboarding Manager / HR Manager.

Log in as Onboarding Manager and click View on the onboarding details submission

message from the candidate.

Or go to Manage >> Onboarding and click Submitted tab and then click on View Details

link for the onboarding candidate.

View Details as Onboarding Manager


The candidate’s onboarding forms appear. You can now add/ modify details to the forms, if

required.

Go to Submit form and then click Move to HRIS button.

Move the Candidate to HRIS


The employee is successfully moved to HRIS and the Employee Code is generated. A

message suggesting the same appears. The employee can now log into the portal with the

User Name and Password appearing on the page.

Employee Code Generated


Using EmpXtrack Onboarding Module

Recruiting & HR

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