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Enhanced Onboarding & Compliance activation guide

 ctivating the feature

If the Onboarding Hub has not been activated under Quick Links, then activate this in ATS Control.

 

Go to: Log in > Admin Login > Home Page > Home Page Set Up > Select the relevant Security Role > Home Page Items > Toggle on Onboarding Hub.

 

 

ATS Control
  • Candidate > List All Pages > Page ID 33 > find Label Type = Heading: ContactUs > then add the following text into the Label Value:

 

Should you have any questions or queries on any aspect of your On-boarding please contact our team who will be on hand to help using the contact details below.

 

  • Enable Onboarding Hub and disable New Starters by going to Client > Home Page > Home Page Set Up > select the relevant role > edit Home Page Items > toggle on Onboarding Hub and toggle off New Starters.

 

Client Side

 

Onboarding Hub

CHECK THAT THE OB HUB CAN BE SEEN INSTEAD OF THE STANDARD NEW STARTERS TILE (it should be visible if the above ATS control steps have been taken).

 

Email Templates

Emails sent via onboarding are all automated and as such you cannot amend the content of the email prior to sending.

 

We have included examples of all required emails below, please review (pay particular attention to the highlighted sections!) and update with your own content that fits your new starter packs. Think about what general information needs to be included.

Within Communications > Email Templates create the following email templates:

 

Create Gaps and Concerns email template

 

Subject = Gaps and Concern

 

Email body =

 

Hi,

We have received a reference for {CANDIDATES.FIRSTNAME} {CANDIDATES.LASTNAME} which -*(DELETE AS APPLICABLE)*

  • Has comments of concern
  • Inconsistent Dates
  • Highlights sickness which hits the company trigger
  • States the candidate was dismissed
  • States disciplinary actions/investigations
  • States concerns relating to the candidate having access to children or vulnerable adults
  • The referee has not uploaded company verification e.g. letter headed paper

Please review the attached document and either agree or decline using the links below;

<<Links>>

Please ensure that you provide the reason for your decision in the comments section of the approval.

Kind regards,

Recruitment Team

 

 

Create Reference Request email template.

If the client already has an Online Reference Request email setup, this step can be missed.

 

 

Create Auto – Reference Completed Notification email template

Subject = AUTO - Reference Completed Notification

 

Email body =

 

Hello,

Please note a reference has been completed for the following candidate below. Please log in << link to add client URL>> to review.

Job Reference: {JOBS.JOBREFERENCE}

Job Title: {JOBS.JOBTITLE}

Candidate: {CANDIDATES.FIRSTNAME} {CANDIDATES.LASTNAME}

 

 

Create Auto – Reference Declined Notification email template

 

Subject = AUTO - Reference Declined Notification

 

Example email body =

 

Hello,

Please note a reference has been declined for the following candidate below. Please log in << link to add client URL>> to review.

Job Reference: {JOBS.JOBREFERENCE}

Job Title: {JOBS.JOBTITLE}

Candidate: {CANDIDATES.FIRSTNAME} {CANDIDATES.LASTNAME}

 

 

Create Onboarding – Conditional Offer of Employment email template.

If client already has this template created, you can miss this step.

 

Subject = Conditional Offer of Employment

 

Example email body =

 

Dear {CANDIDATES.FIRSTNAME},

Congratulations on your new role with {ClientName}. The next step is to review and accept your new starter documentation.

Please click here to login to your candidate homepage where you will be presented with your 'Onboarding Homepage'.

There are a number of documents in the pack for you to review and accept, including your employment contract.

Welcome to {ClientName} and I wish you great success in your new role.

Kind Regards,

Team

 

Configure Email Templates in System Customisation

 

Go to System Customisation > Emails

  • Set Reset Item Email > Add Reset Item email template
  • Set Gap & Concern Default Email > Add Gaps and Concern email template
  • Onboarding Process > Default Email for Referees > Add Online Reference Request email

 

All other fields can be left blank as they are configured in onboarding settings.

 

Onboarding Sub-statusesCreate Sub-statuses

Go to Settings > General Settings > Candidate application templates.

 

Create two new Onboarding Sub-statuses

  • Process Started
  • Hired under risk assessment

 

Configure Sub Statuses System Customisation

Go to System Customisation > Customise > Onboarding Sub- statuses

  • Default Onboarding Sub-status = Process Started
  • Onboarding Blue Flag Sub-status = Hired under risk assessment
  • Target Status = This application status will differ per client. If not issuing compliance and onboarding at the same time, target candidate status can be changed at the point of issue, however the completion status should remain the same.
    The Target Status is the status the candidate will be updated to once the process has been started.
  • Completion Status = e.g., ‘Started’. This application status will differ per client.
    The Completion Status is the status the candidate should be at once their onboarding is complete.
Security Roles

Please ensure that you add in references access in List candidate

  • My Workspace > toggle on 'OB hub - remove from process' (this will give you the ability to remove a candidate from the onboarding hub)
  • Jobs & Talent - Toggle on 'Upload manual references'
  • Jobs & Talent - Toggle on 'Reset item'.
  • Jobs & Talent - Toggle on 'Gap/concern'.
  • Jobs & Talent - Toggle on 'Start compliance'.
  • Jobs & Talent - Toggle on 'Start greenroom'.
  • Jobs & Talent – Toggle on ‘Add/Remove OB Compliance Items’
  • Reports – Toggle on ‘Onboarding report’.
  • Reports – Toggle on ‘Compliance report’

 

Building ContentOnboarding Setup

The following steps are to be completed once we have information from the client.

  • Onboarding/Contracts - Add a contract Section (Only done if client is not currently using OB).
  • Onboarding/Media Library - Add a header image 1900 x 140.
  • Onboarding/Media Library - Add a logo image 280 x 140.
  • Onboarding/Settings - Add onboarding status (may be the same as compliance target status if onboarding and compliance are issued at the same time. If not, a different status should be added here).
  • Onboarding/Document Types - Add onboarding document type (onboarding).
  • Onboarding/Doc Library - Add onboarding documents.
  • Onboarding/Settings -Add document list descriptions and short codes.
  • Onboarding/Forms - Add an onboarding form.
  • Onboarding/Templates - Add an onboarding template. Ensure there is an example of each item type inc. a contract, form, document, and that there is at least one item that requires an upload and agree/decline feature. Do not add a greenroom template as they are no longer linked to an onboarding template.

 

Compliance Setup

The following steps to be completed once we have information from the client.

  • Compliance/Settings - Add compliance started status (target status)
  • Compliance/Settings - Add compliance email (offer of employment)
  • Compliance/Settings - Add document list descriptions and short codes
  • Compliance/Doc Types - Add compliance document type (compliance)
  • Compliance/Doc Library - Add compliance documents
  • Compliance/Forms - Add a compliance form for candidate to complete. Ensure there is an example for each question type inc. dropdowns, date field, instruction and ensure there is at least one questions marked as mandatory.
  • Compliance/Form - Add a compliance form for recruiter to complete. Ensure there is an example for each question type inc. dropdowns, date field, instruction and ensure there is at least one questions marked as mandatory.
  • Compliance/Templates - Add a compliance template. Ensure there is an example of each item type inc. a form, document, multiple and that there is at least one item that requires an upload and agree/decline feature. Ensure there is at least one item for candidate completion, and one item for admin completion.
  • Compliance/Design Landing - Brand and add images for header, logo and page background.
  • Compliance/Design Landing - Add a manager (links from green room managers).
  • Compliance/Design Landing - Add message for candidates.
  • Compliance/Design Actions - Brand and add images for header, logo and page background.
  • Compliance/Design Actions - Add instructions for candidates

 

Notes

You only need to add in the contracts/sections if client doesn’t currently use OB.

 

Branding - you can copy the hex codes from ats.

 

If required emails are not listed below, you can copy from another client. For example, Cornerstone.

 

1. Sent to the candidate when the new starter pack is ready to be issued for acceptance

 

Subject: Conditional Offer of Employment

Dear {CANDIDATES.FIRSTNAME},

Congratulations on your new role with {ClientName}. The next step is to review and accept your new starter documentation.

Please click here to login to your candidate homepage where you will be presented with your 'Onboarding Homepage'.

There are a number of documents in the pack for you to review and accept, including your employment contract.

Welcome to {ClientName} and I wish you great success in your new role.

Kind Regards,

 

2. This email is sent once the candidate has accepted ALL of the documents in the new starter pack and you have marked the pack as complete.

 

Subject: Thank you for accepting our offer

Dear {CANDIDATES.FIRSTNAME}

Thank you for reviewing and accepting all of your offer pack from {ClientName}.

Please don’t forget to complete the following:

Send off your completed new starter form with your bank details etc.

Send your original P45 or a P46 to the payroll department

Welcome to {ClientName} and I wish you great success in your new role.

Kind Regards,

Team

 

3. You can review documents as they are uploaded by the candidate. Should a document be incorrect, you can mark it as invalid and the below email will be sent to the candidate.

 

Subject: Invalid or incorrect information uploaded

Dear {CANDIDATES.FIRSTNAME},

Thank you for the documentation you have uploaded using the online onboarding facility.

We note that you uploaded some invalid information please contact a member of the recruitment team as soon as possible to discuss this.

Kind regards

Team