On/Off Boarding | E-Onboarding

On/Off Boarding | E-Onboarding

Overview

The E-Onboarding feature is designed to streamline the process of adding new employees by reducing manual effort and bypassing the standard advanced workflow. The E-Onboarding feature simplifies the onboarding process by using the Dynamic Form Builder as a fundamental tool.

Edition

Alert
This feature is available on all Deel Local Payroll powered by payspace payroll editions
Navigate > On / Off Boarding

Details

The E-Onboarding feature can be accessed under the On/Off Boarding section.


The E-Onboarding template is inactive by default, and will need to be created & activated on Company-level prior to making use of the E-Onboarding feature. Once the E-Onboarding screen is accessed users will have the option to activate the template. 



Once the Activate E-onboarding Template option is selected, the system will re-direct to the Dynamic Form Builder screen where the E-Onboarding template can be configured.

The Dynamic Form Builder

The Dynamic Form Builder enables organisations to configure and customise their new hire forms. This tool allows authorised users to formulate an onboarding process that aligns with business requirements.  

Users can customise the default E-Onboarding form layouts by: 

• Defining section headers 
• Moving fields between sections 
• Assigning ownership of sections to either Administrators or New Hires (Employees).


Once the template is added on the Dynamic Form Builder screen, the is active toggle would need to be activated.


The Designer tab on the E-Onboarding form, allows a user to specify which sections of the E-Onboarding form need to be completed by the Administrator (hidden from employee view) and which sections should be completed by the New Hire (Employee).

When editing the section details, a Section Owner dropdown is available with options for Administrator and Employee. 




The E-Onboarding Process

Once the feature is activated and templates are created, users can load new employees on the E-Onboarding screen. The E-Onboarding process will follow a streamlined flow between the administrator and the new employee.

1. The new employee's information can be captured on the E-Onboarding screen.


2. After the new employee is captured, a pop-up message will reflect where users have the choice to send a welcome email to the employee now or at a later stage. The system generates a welcome message containing a secure link, sent directly to the new employees email address. Using this link, the employee can access and complete their onboarding form, storing personal details directly into the system.


3. While the new employee completes their sections, the administrator simultaneously enters details reserved for administrators (e.g., Pay Rate information), ensuring role-appropriate data capture without duplication.

This can be accessed using the DFB Card icon against the employees record.


Different sections have an owner label and the completion state is shown in either red or green next to each section label when the form for a new hire is accessed by an administrator.

Red: Indicates that there are still outstanding fields required by the owner.
Green: Indicates that all fields required for a section have been completed by the owner.


4. Once submitted, the administrator is instantly notified, gaining access to review and finalise the new employees details, transferring the completed new employee record into the standard employee database.

5. Successfully onboarded employees will appear under the Completed tab, any records still in draft, pending, in progress and ready, are displayed by status under the New Hires tab.



Info
Important
  1. The E-Onboarding feature does not require separate licensing or additional costs. 
  2. The relevant users should be granted access to the E-Onboarding feature on the respective Security Role under the On / Off boarding menu branch. 
Navigate > Config > Security > Security Roles > Permissions