Employee self-onboarding aims to onboard new employees to onboard and manage their personal information required for payroll running and calculation. This limits the exposure of employees' sensitive data and saves both the employer's and the employee's time.
After the company's admin sends the onboarding invitational URL alongside onboarding instructions to the employee's email address, the employee begins the second phase of Employee Self-Onboarding.
Usually, our system allows API calls for every functionality in the system. However, employee self-onboarding does not require any API call. We have a pre-built UI with which the new employee interacts with the system to upload and enter the details needed for successful onboarding.
Once the employee clicks the URL sent to their email address, they should be directed to a sign-up page where all preliminary available information is filled in the fields. The initial information includes Email, First Name, and Last Name. With this pre-filled information, the new employee must create a new password to access the onboarding page.
After signing up to the system, the UI displays a summary of all the steps involved in the self-onboarding providing high-level information about the overall process. The employee then clicks Start Onboarding , which launches the onboarding wizard to continue the onboarding process.
The template the company's admin selects in the first onboarding phase determines the onboarding steps displayed when the onboarding wizard comes up. Some of the steps and documents the employee should onboard include the following:
This should contain information the company's admin pre-filled in the first onboarding phase. The employee should be able to check for the correctness of the information and must validate the information by entering their SSN to approve their data before continuing with the next steps.
This step should be where the employee provides more personal information, contact information, and some optional miscellaneous information, including education, skills, and job history. To proceed, you must make the employee fill out mandatory fields such as Gender and Personal Email Address. All other required fields should be automatically filled in from the previous steps.
You should dedicate this section to tax-related documentation, including tax withholding and forms like W4 and Form 8850(if the onboarding template you decided to use allows it). This section should provide your newly-hired employee with the necessary tools to set up appropriate tax documents, such as:
- exemptions from withholding
- multiple job or spouse works information
- dependent claims
- other income input
- extra withholding
- deductions, and more.
To proceed, you should require the employee to fill in two fields: Marital status and Single Filing status, as they have previously not provided this information and cannot be filled in automatically.
In this step, you should allow the new hire employees to set up direct deposit to receive paychecks. Employees can split their salaries between accounts, if they so wish, by providing their bank information.
In this step of self-onboarding, you should make the new-hire employee review and acknowledge any documents that the company's admin has uploaded, such as the employee handbook or other policies and procedures.
By acknowledging and signing the documents summary in this step, the employee indicates that they have read and understood the information contained within them and agree to abide by the policies and procedures outlined.
When the employee completes all the required steps as specified by the template the company's admin chose in the first onboarding phase, all completed documents and attached ones from the employer are available to download. The employee should also receive an email stating the onboarding process was completed.
Updated about 2 months ago