Employee On-boarding 365

System Setting

You must have Admin or HR role to access System settings.

In System settings, you have a number of menu items to configure various aspects of the system.
To navigate to system settings, click Settings icon and you can choose the required option from the given menu.

  • Users
  • Email Template
  • Document Settings
  • Advance settings
  • Quick Share Links
  • Custom Fields

    • system setting

    Users


      You can create users and give roles as per your requirement. Here you can give Admin, HR, or User roles.

      Roles and permissions

      Admin
      • Admin has full control.
      • Able to do all settings.

      HR
      • can add and manage users for application.
      • Can do Onboarding process activities.

      User
      • can use only employee self-service portal.

      Add users

      1. Click on + Add, this displays Add page. Search the Name.

        Application will suggest the Names which are available in M365. Suggested names can only be added.

        Add users

      2. Select the role. You can select admin, HR, and user roles.

        Select role

      3. Click on Save button.

        Save


      4. You can add multiple names for same role.

        Multiple name

      5. The new user now reflects in the Users page.

        user page

      Sync from M365

      From here you can add M365 users.

      Sync from M365


      Delete : Click the delete icon under Action, this displays a dialog box. Click Yes button.

      Delete user


      Edit:- You can edit only role. Click the edit icon under Action, this display Edit User page. Update the role and click on Update button.

      Edit user

    Email Template


      Here you can change email notification body format for Onboard Notification, Task Assignment Notification, Offboard Notification, Offboard Task Notification and Reminder Notification.

      1. First select the Onboard Notification tab, then select check boxes HR, Admin, IT or CC as per your need.
      2. If you want to add extra placeholder in email body, just click on the placeholder under placeholder section, placeholder get added in email body.
      3. Finally click on Save button as shown in below.
      4. If you want to edit text do same as you do in MS word.

      Email template

      To change email notification of Task Assignment Notification, Offboard Notification, Offboard Task Notification and Reminder Notification, follow same step as shown in above.

      Onboard Notification: The manager will receive an email notification with the details of the onboarded employee.

      Onboard Notification


      Task Assignment Notification: The onboarded team member and the task owner will receive an email notification with the details and task list assigned to the team member.

      Task assignment notification


      Offboard Notification: The manager will receive an email notification with the details of the offboarded employee.

      Offboard Notification


      Offboard Task Notification: The offboarded team member and the task owner will receive an email notification with the details and task list assigned to the team member.

      Offboard Task Notification


      Reminder Notification: The task owner will receive a reminder email notification if the task is pending from the team member's end.

      Reminder Notification

    Document Settings

      Admin and HR can add documents names or options from here according to their company requirement that users have to submit. These document options show in the Employee self-service portal from where users can upload and submit.
      Navigate to onboarded > click of name >joining formalities.
      For document settings follow the below steps.

      1. Click on Document Settings under settings from side navigation panel.

      2. Click on + Add, this display Add Document Name page.

        Add Document Name

      3. Enter Document Name and Remarks.

        Document Name

      Delete : Click the delete icon, this displays a dialog box. Click Yes button.

      Click delete

      Edit:- You can edit document name and remarks. Click the edit icon, this display Edit Document Name page. Update the name or remark and click on Update button.

      Edit document

    Advance Settings


      From Advance Settings, you can create user in M365, select different Date Format and Side Navigation Theme, remove custom webpart Css, hide webpart title and navigation panel in SharePoint page, pre-onboarding, add employee self service documents, add HR Team, IT, Admin members and domain.


      Advanced setting

      Setting

      Create User in M365: If this feature is enabled, the new joinee candiate details will be created in M365.

      Date Format: From here, select the date format from drop-down list.

      Side Navigation Theme: From here, select the theme by clicking on the check box. You have three options Dark mode, Light modeand Site mode.

      Remove custom webpart Css: If this feature is enabled, you can remove space outside of webpart .

      Hide webpart title in SharePoint page: If this feature is enabled, you can hide webpart title in SharePoint page.

      Hide navigation panel in SharePoint page: If this feature is enabled, you can hide navigation panel in SharePoint page.

      Pre-onboarding: If this feature is enabled, you can show Pre-onboarding on the home page.

      Add employee self service documents: From here, you can attach the documents.

      Adding HR Team, IT and Admin members: Add HR Manager for Pre joining request approval in HR team. Add IT members and admin for notification about assigning resources accordingly.

      You can add mutiliple members in HR, IT and admin teams

      Domain: From here, you can add domain name.

    Custom field


      Here you can add custom field and update details page for onbarding employee details. You can add custom field in Onboard page for Basic Information, Confidential Deails and Work Details.

      To add Custom field in onboard page, follow the below steps:

      Custom field

      1. Click on + Add Custom Columns, this displays Add Custom Fields page.
      2. Enter Custom Coloumn Display Name and select Custom Column List, Custom Column Data Type and Field Location.
      3. Enable the Active toggle.

        You must enable the Active toggle, then only links will be displayed.

      4. Click on Submit button.

      Delete : Click the delete icon, this displays a dialog box. Click Yes button.

      Edit:- You can edit Custom Coloumn Display Name and select Custom Column List, Custom Column Data Type and Field Location. Click the edit icon, this display Edit Columns page. Update the fields which you want to update and click on Update button.