Happy and complete onboarding processes create happy and productive employees. Every organization is different and so are their onboarding processes. But the one, common thing is that it involves dozens of methodical tasks. Zoho People can be the solution to create easy yet effective Onboarding processes.
The process of onboarding starts right from sending offer letters, getting them signed, updating new joiner information, welcoming new joiners, allocating places, providing work machines, hosting induction and other training sessions, and so on. The pictorial representation below helps to have a clear understanding of the general process of Onboarding with Zoho People at use.
These are the various modules of Zoho People that are involved in onboarding processes in general.
Forms – Forms like the Offer letter form, Employee form, Training form, Goals form, etc make the very basis of important onboarding processes.
Email Alerts– Email alerts carrying welcome messages can be triggered for a warm start.
Task List– A complete list of Tasks to be completed, on the onset of a new employee’s joining, can be triggered.
Templates – With the use of Record templates and Mail Merge templates, tailor-made letters with dynamic fields, like offer letters can be generated.
Goals- Goals provide clarity and set the path and pace at which the employee is expected to work.
An Offer Letter form has to be created in the first place for other processes to follow.
To create an Offer Letterform,
When you add records to this form, you can have the offer letter sent to the recipients with just a click. This is made possible by setting up a custom button named ‘Send Offer Letter’ in the form view to send offer letters in a click.
We are happy to have you as part of ${companyName}. We wish you all success during your tenure here.
Now you have set a custom button in the form to send the Offer letter.
You can enable E-sign options for easy and secure signing of offer letters which stand for acceptance of the offer by the candidates.
Zoho People has integrated with Adobe Sign, DocuSign and Zoho Sign for convenient sigining of letters.
To enable e-sign using Adobe Sign in the offer letter form,
Note: Integration with the selected e-signature software should be configured in the first place.
Note: An active account in Adobe Sign is required to enable this.
Now your offer letters can be sent to candidates for e-signature.
Send offer letters to e-signatures using DocuSign, Adobe Sign, and Zoho Sign.
A new joiner’s entry into the organization call for various tasks like allocating a place for the new joinee etc.
For quick add-on of tasks in the Offer letter form view, say to allocate a place to the new joinee,
A complete task list to cover all the tasks following the joining of the employee can be automated with workflows put to use. Task templates can be created and then mapped to a workflow for this.
Lets assume the below listed tasks to be covered as part of the onboarding process.
Follow the steps below to automate these tasks using workflows.
A warm greeting from the team is the best way to welcome a new joinee. For this, a welcome message template can be created and mapped to the workflow.
To create the welcome message template,
eg.Dear ${FirstName} , It is of immense pleasure to have you join the ${Company name} family. We wish you all success in your endeavours.
A mail alert conveying a welcome message to the new joinee has been created.
Next on the task list to complete is assets distribution to new joinees.It can be completely automated using workflows.Let’s assume that the task is to provide laptop,
The task can be assigned to an individual or a whole team or even a group.
A task template to provide laptop has been created.
To provide mobile phone,
A task template to provide mobile phone for the new joinee has been created.Now the created templates should be mapped to a workflow for the tasks to be triggered automatically whenever a record is added in the form.
Follow the steps given below to do this.
It is vital to instruct the new joinee of files like organization’s regulations, leave policy etc as they play a major role in employee engagement.Files like code of ethics, company leave policies etc can be made available to the new-joinees using the File cabinet.
To add files,
Goals give clarity and set the path and pace in which the employee is expected to work.You will be able to add your own goals, in case this permission is configured by your administrator.
On-boarding is of prime importance when it comes to retaining employees. Employing the above stated ways, a complete and effective on-boardingprocess can be created with Zoho People.
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