When an employee joins or leaves your company, there is often a checklist of things you need to do to ensure they are fully and properly processed in accordance with company and legal requirements. To do this, you can use onboarding and offboarding workflows.

This guide covers how to use the Legacy onboarding and offboarding process which is available to Wize and Wizer versions. If you are using our Wizest version, you are able to create your own custom automated processes for onboarding and offboarding.

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Setting up onboarding/offboarding at a company level

For the purposes of this guide, we are going to look at offboarding in more detail but onboarding works exactly the same way except, obviously, in the reverse scenario.

To use onboarding and offboarding, you first need to set up the workflow you wish to you for each. These can be found in the following menus:

Administration> HR > Workflows > Onboarding (Legacy) 

Administration > HR > Workflows > Offboarding (Legacy)

If these menu items are not available to you, please check the "Hide Legacy workflows modules?" setting in the Module Display section under:

Administration> Company > Settings > Display Settings

For the purposes of this guide, we are not going to cover how to actually add steps to the workflow. The only thing to note is the order field. This determines the order in which the items are listed in the employee file implying the order in which things should be done.

Below are sample workflows for onboarding and offboarding:

Looking at the screenshot above for offboarding, we can see there are 7 steps. If you wish to edit the name or description for these, you can do so by selecting the Edit icon in the Actions column.

If you want to edit the order you can do so in one of two ways. You can either edit the item by clicking on the Edit icon as described above and enter a new number in the order box or you can drag-and-drop the items to change the order.

When the items in the list are dropped into their new locations, the table will automatically update to show the new order. The system will also let you know all of the changes that have been made under the "Event Result" above the table. 

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Using onboarding/offboarding within the employee file

Like setting up onboarding and offboarding at a company level, the process for using these functions in the employee file is more or less identical. With this in mind, we will now go through the process of setting up offboarding against an employee file. The only difference between the two is how they are accessed; onboarding is accessed via the Employee module whereas, offboarding is applied via Leavers / Archived Employees and is only able to be used when an employee has been moved to a Leaver.

When you first access onboarding/offboarding, you will see none of the workflow items. To add these, you need to select Start which indicates the start of the process:

When you do so, each of these items added at a company level will then be applied to the employee file for action along with some additional information regarding completion of the tasks.

At this time, you can choose to delete items from the workflow if they are not relevant, you can edit items to either add more information or re-order list items.  You can also add additional items if there are steps needed for this individual not covered in the normal workflow.

To complete each step, you need to click on the Edit icon beside the step in question where you can enter some notes as well as the completed date and the person who completed the task.

Once submitted, the main page will then be updated with the information entered and this task will be considered complete.