Applicant Tracking Guide - PayData · 2.0 –Applicant Tracking Guide Advanced HR 2 Asure Software 3/23/2018 The Form Setup page allows the user to create and customize the Application

Advanced HR 2.0

Applicant

Tracking Guide

ii Asure Software 3/23/2018

© Copyright 2018 by Asure Software.

All rights reserved. Printed in USA.

The contents of this guide and the software described are copyrighted. No part of this guide or the described software may be copied, reproduced, translated, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of Asure Software. Any other reproduction in any form without the permission of

Asure Software is prohibited.

3/23/2018 Asure Software iii

Advanced HR 2.0 Applicant Tracking Guide .........................................................................................1

Step 1: Form Setup ................................................................................................................................. 1

Step 2: Question Bank ............................................................................................................................ 6

Step 3: Applicant Tracking Status Setup ............................................................................................... 10

Step 4: Application Version .................................................................................................................. 13

Setting the View Employment History / Pay History Options of Applicants ................................. 16

Step 5: Onboarding Task List ................................................................................................................ 17

Step 6: Job Posting ............................................................................................................................... 20

Step 7: Applicant Tracking Dashboard ................................................................................................. 23

Multiple Applications for Different Job Postings .................................................................................. 26

Applying for a Job ............................................................................................................................ 27

Applicant Tracking Dashboard .......................................................................................................... 30

Onboarding Prep .............................................................................................................................. 33

Hiring the Applicant .............................................................................................................................. 33

Adding a User ....................................................................................................................................... 36

Quick Add User ..................................................................................................................................... 37

Self Service Onboarding ................................................................................................................... 38

Approving the New Hire ....................................................................................................................... 39

Rehiring an Employee ...................................................................................................................... 42

CONTENTS

Advanced HR 2.0 – Applicant Tracking Guide

iv Asure Software 3/23/2018

Document Revision History

Doc Version

Software Version

Date Description

1.0 2.0 9/20/2017 DRAFT in progress

1.1 2.0 10/6/2017 You can now select a multiple choice question type in the Question Bank screen. Updated Question Bank screen.

1.2 2.0 10/24/2017 Added advanced HTML editor to Job Posting screen and the Applicant Tracking Form Setup screen sections. Added Onboarding Task List appendix.

1.3 2.0 12/21/2017 Adjusted the Form Setup screen section which now contains a single form. The other forms previously configured on this page are now part of the Notifications feature (HR – Admin – Communications – Notifications).

1.4 2.0 1/18/2018 Added note about suppressing employment pay history questions on an application. Added note to make sure popup blocker on browser is turned off.

1.5 2.0 3/23/2018 Added information about setting the options for users to be able to see the Pay History and Employment History of applicants. Added information about Rehiring an Employee.

Audience and Additional Advanced HR 2.0 Documentation

The intended audience for this guide is Service Bureau administrators, managers, recruiters and others involved in Applicant Tracking. It contains information about how to use the Applicant Tracking feature in Advanced HR 2.0. The following is a list of the other Advanced HR 2.0 User Guides; all are available for download on the Evolution Resource Center:


Updated 3/23/2018 Asure Software v

Employee end users should refer to the separate document Getting Started: Employee End User Guide which describes Advanced HR from the employee user point of view.

Evolution Resource Center

You can go to the Evolution Resource Center at https://support.evolutionhcm.com to view the latest Advanced HR 2.0:

Training Guides

User Manuals

Instructional Videos

Implementation Center items

Your comments are important to us. You can now enter your feedback directly online for any specific articles/topics in the Evolution Resource Center. We encourage you to tell us what you like, or what you would like changed about Evolution documentation and training materials. We are committed to continually improving our product documentation for you.

Evolution Resource Center

You can also:

Email our Support Department for questions:

[email protected] or by calling 802-655-8347

Email our Training Department to schedule a training:

[email protected]

Email our Implementations Team:

[email protected]

https://support.evolutionhcm.com/

mailto:[email protected]




3/23/2018 Asure Software 1

Advanced HR 2.0 Applicant Tracking Guide The Applicant Tracking and Onboarding Dashboards in Advanced HR 2.0 allows the user to post jobs, monitor applicant’s statuses, set communications, and create a library of questions to go along with various job postings. By utilizing Applicant Tracking, companies of any size can easily keep track of and maintain up to date information and statuses on all their applicants and new hires.

The user has the ability to manage prospective new hires, from the initial job posting through the hiring process.

The first step in hiring for a position in Advanced HR 2.0 is to utilize the Applicant Tracking functions. It all starts with the HR Admin - Applicant Tracking tile. Initially, the setup only needs to be done once per company. The first step is to select the Form Setup menu option.

Step 1: Form Setup


2 Asure Software 3/23/2018

The Form Setup page allows the user to create and customize the Application Certification Statement. The Application Certification Statement is a blanket statement that the applicant attests to, stating that they have answered questions honestly and to the best of their knowledge. You can auto-generate one, by clicking the blue Generate Sample Statement button:

The user can also insert keywords, as with the other Forms, to make the Application Statement specific to the applicant.

The user can edit the Applicant Tracking Form Setup page at any time. To insert keywords into the Application Certification Statement, click on the blue ‘i’ Information icon to the left of the Generate Sample Statement button. The system displays an Information Help Topic screen listing the Email Replacement Keywords you can use in the statement, for example [FIRSTNAME], [COMPANYNAME], etc. Click on the Information icon again to close the Help Topic window.

Once all changes are complete, make sure you remember to save your changes.

Important Note: Previously, on the Form Setup screen you could also set up the following forms:

Submission Thank You Email

Offer Email

Rejection Email

We have now implemented the Notifications feature which you can use to set up the Applicant Tracking Forms listed above, found under the Communications – Notifications - Applicant Tracking category, as well as a variety of other types of Notifications. See the table below.

Applicant Tracking Notifications

The following table lists the Applicant Tracking Notifications that Admins can set up.

Notification Name Description

Application Started Sent to an Applicant when they have Started a job application. This allows the applicant to return to their job application at a later time



Notification Name Description

to complete it.

Application Submitted Sent to an Applicant when they have Submitted a job application.

Application Completed Sent to Recruiters to notify them when an Applicant has completed a job application.

Interview Scheduled Sent to an Applicant and Recruiters when a job interview is scheduled.

Employment Offer Sent to Applicant and Recruiters to let them know an offer has been sent to the Applicant.

Application Rejected Sent to Applicant and Recruiters to let them know an application has been rejected.

Employment Offer Accepted Sent to a Recruiter when an applicant has accepted a job offer.

Employment Offer Rejected Sent to a Recruiter when an applicant has rejected a job offer.

For more information, see the Notifications Job Aid.

To access the Applicant Tracking Form Setup:

1. Go to HR Admin – Applicant Tracking – Form Setup.

2. The system displays the Applicant Tracking Form Setup screen.

Applicant Tracking Form Setup screen



There is only one item on the Form Setup screen:

Application Certification Statement

These editable text fields allow you to customize your communications to any potential candidates.

3. Select the Company if you haven’t done so already.

4. Create the applicant email communications that will be used: Application Certification Statement. Note the bracketed keywords. Functionality exists for the insertion of certain keywords into the text

fields. By using the blue Information icons , you can select the keywords to insert into the Forms. The keywords will be replaced with logic corresponding to data from the job application itself.

Note: When inserting the keywords, they must be entered EXACTLY as they appear. It is highly recommended that the user copy and paste the keywords, as opposed to typing them directly into the editable field.

If the application is rejected by the Recruiter(s), the email will be automatically sent.



5. For the Application Certification Statement, click on the Generate Sample Statement button:

The Application Certification Statement is a legal statement, from the applicant, that what they have stated in their application is true to the best of their knowledge.

By clicking the Generate Sample Statement button, Advanced HR 2.0 will auto-populate this text box with a generic statement. The user can also insert keywords, as with the other Forms, to make the Application Statement specific to the applicant.

6. Clicking this button will autofill the dialog box with an editable statement of acknowledgement.

7. Select Save Changes when complete.

The Form Setup fields can be edited at any time.



Step 2: Question Bank

Users can set up and edit questions that will be used in the applicant screening process using the Question Bank Dashboard screen.

Questions, as long as they are designated as active, can be attached to each application. These are the questions that the applicant will see on the job application. Questions can be attached to multiple Job Postings simultaneously. This functionality allows for each Job Posting to be unique.

To create a question, go to HR Admin – Applicant Tracking – Question Bank.



The Question Bank Dashboard displays:

Actions (allows the user to delete the question)

Question Title

Question Type (what kind of response is allowed)

Question Text

Sequence Number (when the question is applied, the Sequence Number will determine what order it is in)

Active status (read-only. To inactivate a question, you must open the question to edit it)

This functionality allows for each Job Posting to be unique. Once a question is added to the Question Bank, it can then be linked to one or more applications in the Application Version screen. You can always use the No/Yes toggles to make the question Active or Inactive.

When creating any question, make sure you give it a specific title. The applicant does not see this title, however. The applicant sees the Question Text. The Question Text should match the type of question it is categorized as.

When clicking on the Question Bank, the user will be taken to the Question Bank Dashboard. It is here you can see all active and inactive questions, as well as, create new questions.

Questions can be ordered and made to be required on applications; there is also a question bank for onboarding that supports the same question/answer functionality as for applications. Also, the Onboarding Task Lists can include company documents (download), document upload, a welcome message, and an end note with e-signature.

Click on a question row on the summary screen to display the details of the question.

To create a question:

1. Go to HR Admin – Applicant Tracking – Question Bank



2. The system displays the Question Bank Dashboard screen. If no company is selected, you will see all the questions for all the companies that are assigned to you. If a company is selected, the user will see the questions for that particular company only.

3. To add a new question, click the green + New button. The system displays the New Record popup.

A pop up window will open up allowing the user to select the Question Type, input the Question Title, and create the Question Text. Complete the information on the Question Bank screen as follows.



Column Field / Button Description

Actions Allows the user to delete the question.

Question Title A title for the question (not the actual text). The applicant does not see this title, however. The applicant sees the Question Text.

Question Type What kind of response is allowed (Yes/No, Date, Free Form, Multiple Choice, etc.).

Question Text The actual text of the question the applicant will see and must answer. The Question Text should match the type of question it is categorized as.

Sequence Make the question active and enter the sequence number of the question – defines where the question will appear on the application.

Is Required Use the Yes/No toggles to designate the question as Required. If set to Required, the applicant must answer it before proceeding.

Active Status Active status (read only). To inactivate a question, you must open the question to edit it.

4. Select the Company and Question Type.

The Company dropdown will show all companies that have been cutover into Advanced HR 2.0 (or that the user has access to).

The Question Type dropdown will display the four question types (Yes/No, Free Form Text, Date, and Multiple Choice). Make sure that the Question Text matches the Question Type

5. Make the question Active and enter the Sequence.

Although it is possible to Delete a question from the Question Bank Dashboard, it is recommended that you use the Active/Inactive toggle buttons instead.

The Sequence number defines where the question will appear on the application.

6. Is the Question Required versus not Required.

Using the Yes/No toggles, designate the question as Required, if applicable.

If the Question is set to be Required, the applicant must answer it before they can proceed.



7. Enter the Question Title and Question Text.

The Question Title will not be seen by the applicant.

The Question Text is what will be seen by the applicant and what they will provide the answers to.

Remember to make sure that the Question Text should match the Question Type.

8. Click Save Changes when complete.

The question will now be displayed on the Question Bank Dashboard. A question can be edited at any time by clicking on it. Once a question is added to the Question Bank, it can then be linked to one or more applications in the Application Version screen.

Step 3: Applicant Tracking Status Setup

The Applicant Tracking Status Setup menu item and screen is where the user can customize the steps in the application process. A set of parameters that can be created, titled, saved, and attached to any number of Job Postings, thus streamlining the process.

You can click on the Import Template Statuses button at the top of the screen to populate a collection of pre-created statuses. These statuses will be used to move the applicant through the hiring process. Each step that is created can be applied to the workflow of an application.



Statuses can be edited by clicking on the Title.

To customize the steps in the application process:

1. Go to HR Admin – Applicant Tracking – Status Setup.

2. The system displays the Applicant Tracking Status Setup Dashboard.

The user can create new Status Workflows one at a time by clicking on the green New button. However, if you’d like to import a selection of pre-created statuses, click on the Import Template Statuses button at the top of the dashboard.

These statuses will be used to move the applicant through the hiring process. The Action/Workflow will tie the step to a specific status, such as scheduling an interview or making an offer. This status can be viewed on the Applicant Tracking Dashboard.

You can edit any status by simply clicking on the title.

Note: If no company is selected, the user will see all Statuses for all the companies assigned to them.



3. Click the green + New button .

4. Complete the fields on the screen. You must give each step a Sequence and Title, but the Description is optional.

Field / Button Description

Company Select the Company.

Custom Status

Sequence Enter a Sequence number - this will determine where this step will come in the process.



Field / Button Description

Title Enter a title for the step.

Description Enter a description of the step.

Action/Workflow Select an Action/Workflow. This will tie the step to a specific status such as scheduling an interview or making an offer (Make Offer, Offer Accepted, etc.). This status can be viewed on the Applicant Tracking Dashboard.

5. Click Save Changes when complete.

Step 4: Application Version

Before a job can be posted, the user must first create an Application Version. An Application Version is a set of parameters that can be created, titled, saved, and attached to any number of Job Postings, thus streamlining the process.

To create a new application version:

1. Go to HR Admin – Applicant Tracking – Application Version:

2. The system displays the Application Version Dashboard.

To edit a current Application Version, click on the title.



To create a new Application Version:

1. Click the green + New button . In our example below, note that we’ve attached Keywords and questions to a particular application.

2. If you haven’t done so already, select your Company.

3. Title the Application Version and give it a Description (the description is for internal use only).

4. The Version Date will always default to the current date (you can create multiple versions by simply creating multiple Version Dates). This can be edited.



5. In the Toggle Section, the user can toggle on and off different functionality with regards to the Application (for example, if you’d like the applicant to list Employment History, the toggle should be set to Yes).

Using the No/Yes toggles, you enable the following to appear on the application:

Employment History

Education History

Work Conditions

Skills/Keywords (from the Keywords/Skills List). The Keyword/Skills List are skills you want to display to a candidate on the application and allow them to select which ones they are proficient in. Remember to separate each keyword (or phrase) with a plus (+) sign.

Documents

Certification

6. If Skills/Keywords is toggled to Yes, remember to designate which skills and keywords you would like the applicant to be aware of. These are entered in the Keywords field. Skills/Keywords can be available to the applicant in a check box format. The applicant checks all skills that they are proficient in. To set up multiple skills, simply link each one with a “+” sign.

7. The Custom Question Selection is only activated once the Application Version is saved. When you’ve created a new Application Version, click Save. You’ll be returned to the Application Version Dashboard. Click on the newly created Application Version to open it. Once opened, you can now Link Questions. Linking questions allows the user to draw from the Question Bank and link specific questions to a specific Application Version.

8. Click Save Changes.

9. Click on the newly created Application Version to open it.

10. Once opened, you can now Link Questions. Linking questions allows the user to draw from the Question Bank and link specific questions to a specific Application Version.

11. From the dropdown, select the questions you would like to use. Click Link Question. Repeat for each question.

12. Click Save Changes.



Setting the View Employment History / Pay History Options of Applicants

There are certain states that may prohibit asking job applicants about their pay history on an application. If you are located in one of these states, you have the following options:

Users will be able to view the Employment History but No Pay History of applicants

Users will not be able to view Employment History or Pay History of applicants

Each option is described below.

Option 1: To see the Employment History but No Pay History:

If you want users to be able to see the Employment History of applicants, but do not want them to see the Pay History portion, then do the following:

Set the Employment History toggle on the Application Version screen to Yes.

AND do the following additional step:

1. Go to HR Admin – Company – Company List.

2. Select the Company.

3. Scroll down to the Preferences/Default section.

4. In the Default Settings section, set the Default Applicant Security Role dropdown to the Base Anonymous role selection (Level 0).

Permissions are assigned to the anonymous user role in order to suppress visibility of certain fields or make fields required by applicants or onboarding candidates.

Option 2: To see No Employment History AND No Pay History:

If you do not want users to see either Employment History or the Pay History, then do the following:

Set the Employment History toggle on the Application Version screen to No.



This will result in users seeing no Employment History AND no Pay History.

Step 5: Onboarding Task List

This is where you set up unique Onboarding experiences by position and view or edit the requirements for onboarding new employees. The HR Admin – Onboarding – Task List screen displays any onboarding tasks that have already been created.

You also have the option to:

View or edit a particular onboarding task by clicking on it

Delete an onboarding task

Create a new onboarding task



1. Go to HR Admin – Onboarding – Task List.

2. Tasks that have already been created are listed on the Task List summary screen. Click on a task to edit it.

To create a new Onboarding Task, click on the green + New button on the summary screen. This displays the Onboarding Task List dialog box where you can create a new onboarding task. There will be a number of tiles for the user to customize, the information that the new hire will be able to access, and upload prior to their start date.



3. Select the Company, give the task a Title and optionally, a Description.

4. When setting up an onboarding experience you can select any number of company tasks and documents to be used for the onboarding process. Note our example below shows how the documents will be presented to the employee for download, review, and e-signature, except the Background Check Authorization.



All documents will be saved in the Employee Documents Folder along with the date, time, and name used for e-signature.

5. When you are satisfied with your Task List, click Save Changes to save the Onboarding Task List. It can now be used for Self Service Onboarding.

Once the Onboarding Task has been created, it can be used when you prepare (prep) an employee for Self Service Onboarding.

Step 6: Job Posting

Now that you have set up your Applicant Tracking infrastructure, you can create a job posting using the Job Posting menu item and screen. You can add a position title and description. This ties the job posting to a specific Application Version previously created. When a job posting is created, the system automatically creates the Job Posting Key. This is the URL that you can place on job boards in order to direct applicants to the application in Advanced HR 2.0. This is also where you can control the status of a posting by toggling the status to No or Yes. And finally, an optional step is to assign an internal recruiter.



The Job Posting Dashboard will show all the active job postings for the company. To view the posting’s details, simply click on the Job Posting to view it.

To create a new job posting:

1. Go to HR Admin – Applicant Tracking – Job Posting.

The system displays the Job Posting Dashboard. If no company has been selected, you will see a list of all the job postings for all the companies that are assigned to you. If you have selected a company, you’ll only see the job postings for that company.

2. To view or edit the Job Posting (including closing it), click on the posting to open it.



Job Posting Key

This is the URL that you place on job boards in order to direct applicants to the application.

3. Select your company (depending on the company you select, the Links To pane will expand show the DBDT default selections for the company).

Note: In the Links To section you can link your job to specific positions, workers comp codes, and company configurations (in this example we have Job, Activity, and Material; however, your company will display whatever you have setup in your payroll database such as Division, Location, and Department.).

4. The Job Post section allows you to add a position title and description that the applicant will have visibility of when applying for a job. Note the advanced HTML editor ribbon row at the top of the Description section; use the editor ribbon buttons to help format the job description.

5. The Application Version step ties your Job Posting to a specific Application Version previously created. Note that the Job Posting Key is automatically created when you set up a Job Posting. This is the URL that you can put onto job boards to direct applicants to the application in Advanced HR 2.0. Use the Job Posting Link as the URL to post onto job boards to direct applicants to the Job Posting.

6. The last optional step is to assign an internal Recruiter. The Recruiter must be an existing user in Advanced HR 2.0. Once linked, the Recruiter will receive notification of all activity with that specific Job Posting.

Note: You can have multiple Recruiters assigned to one Job Posting.



Step 7: Applicant Tracking Dashboard

This section provides a high-level listing of all applicants, date and time the application was completed, current application status, referral source, location, and any keyword responses.

Note: If you do not select a specific company, you’ll see ALL applicants for ALL the companies that are in the system. If you have locked into a specific company, you’ll only see applicants for that particular company.

To display the Applicant Tracking Dashboard:

1. Go to HR Admin – Applicant Tracking – Applicant Tracking Dashboard.

2. The system displays the Applicant Tracking Dashboard.



Using the buttons in the Actions column on the left allows the user to view the Status/Workflow Change of the application, the History/Notes/Documents, and to Delete an applicant.

To change an applicant’s status, click on the green gear icon under the Actions column. The

change in status will access the Status Workflow that was set up earlier.

Note in the Change Status section how it shows that the Onboarding is complete. Using the dropdown, you can change the workflow status. These statuses are the ones we imported in Status Setup.

Click on the green action icon to the right of the gear icon to display the History screen. This screen provides a complete history of all status changes, the ability to view any documents submitted by the applicant, and the ability to document notes on the applicant.

Click on the blue Job Postings button to navigate to the Job Postings Dashboard for the company.



Whenever a change in Status occurs, it is recorded in the History/Notes section.

Click on any applicant to display their original application.

Click on the Notes section. Notes and other workflows, such as user changes, are recorded here.

The Notes section functions similar to an audit history. For example, if a manager moves the application along, the system will keep track of the change and who made the change. It’s important to note that changes also appear in the Audit Log.



Multiple Applications for Different Job Postings

You can create multiple applications for different job postings. Each application is given a specific title and internal description to help distinguish between similar applications.

Important Note: The job description that is visible to the applicant is set up in the Job Posting section. You must set up the Application Version before starting on the Job Posting!

Keywords/Skills can be presented to the applicant in check box format with the question “Check all skills for which you can demonstrate a high proficiency.” To set up multiple skills, simply link each one with a “+” sign.

Tip: Don’t forget to make sure that the Skills/Keywords section is toggled to Yes after setting up your keywords!

This is also where you link questions in the Question Bank to the application by choosing the question and clicking on the green Link Question button.



Applying for a Job Now that you have done all the setup, someone can apply for the job!

When an applicant follows the link to the job posting, they’ll be taken to the Jobs Site. The Job Posting Link is the link that will be posting on job sites, company websites, and shared:



After entering their Name and Email address, the applicant is taken to the Job Application Wizard. The wizard will walk the applicant through the application process (Contact information, Employment history, education, work limitations, skills, questions, document upload, and e-signature).

Note: The Existing Application Job Key is used for returning applicants to either complete, or check the status of, their applications.

When each section of the Wizard is completed, the applicant will click the Save and Continue button. This will advance the applicant to the next section of the Wizard.



When the applicant has completed all the sections, they will E-sign their application and click the Submit my Job Application button.



Applicant Tracking Dashboard

Admin and Manager level users can view the submitted application from the applicant on the Applicant Tracking Dashboard. Using the Status/Workflow Change button, they can move the applicant through the hiring process.

To view the application:

Go to HR Admin - Applicant Tracking – Applicant Tracking Dashboard.

To review the application, simply click on the applicant’s name.

After reviewing, the user can change the Status by using the green gear button in the Actions column:

Changing the Status will move the applicant along in the hiring process. Advanced HR 2.0 will keep a record of each changed status.

Remember, we created the different Statuses on the Status Setup Dashboard.

Status changes are also saved in the Audit History log.



Note that the user must manually change the status to move the applicant through the process; it is not automatic.

Let’s assume the applicant has attended the interview and the management team wants to make him an offer. We’ll need to change his status again. Using the Change Status dropdown, change the status to Make Offer:



Another email will be sent to the applicant containing the Offer Letter (remember that the Offer Letter was created in Form Setup). Note how the offer contains the correct name and company name.

Now that they accepted the offer, let’s go back to the Applicant Tracking Dashboard and change our applicant’s status to Prep for Onboarding.

With this change, our Candidate has become a New Hire.

Also, with this change, the Prep Employee for Onboarding popup appears to help us through the next steps.



Onboarding Prep With Onboarding Prep, the user will fill out basic information, submit it, and the new hire will complete it. Once the new hire submits their portion, an Admin can approve it.

When the Onboarding Prep popup appears, fill in the pertinent information and click the blue Let’s begin Onboarding button.

Note: In order for the Onboarding Prep popup to appear, you need make sure that the Popup Blocker on your browser is turned off. This task can vary by Browser.

Hiring the Applicant

One of the last steps in the hiring process is changing the Status to Prep for Onboarding. When this is done, and Save Changes is selected, the user will be taken to the Onboarding Prep Process screen so the New Hire can be hired.



Fill in the pertinent information shown on the previous screenshot, select an Onboarding Task List, and click Let’s begin Onboarding. The new hire is now reading to be Prepped for Onboarding and hired.

Complete Step 2 by filling out the pertinent information. The user will input:

Profile information (name, address, SSN…)

Compensation (pay type, frequency, rate…)

Employment information (position status, DBDT level, reports to…)

User (A new hire must be a user in the system for security purposes)



OnBoarding Dashboard

Go to HR Admin – Onboarding - Onboarding Dashboard to follow the new hire’s progress:

To review and sign off on the New Hire’s information, click on their name. In addition, the user will be required to electronically sign off on the New Hire’s onboarding form to confirm that they approve it.



The user, from the Onboarding Dashboard, can now Approve and Create the Employee:

The employee is now in the system and is ready to go.

Here we can see that our new hire is now a part of the Employee Summary.

Adding a User

After submitting the New Hire’s information, the new hire will get a link to complete their information.

It is important to pay close attention the blue Quick Add User button. This will allow you to create a user in the system (attaching them to the company and assigning them the correct security role).



Quick Add User

Best practice is that you include this functionality in your workflow. Its purpose is to allow you to create a User, assign them to a Company, and assign a Security Role, at one time, quickly and efficiently. Click the blue Quick Add User button to begin. When clicked, the Quick Add User popup will open.

As part of Onboarding, it is highly recommended that you create a user while you are entering the preliminary information for the New Hire.

Assign a Role at this time. This will allow the new hire a level of access to the system that is dependent on their function within the company. In addition you can Send a Welcome Email. The Welcome Email will instruct the new hire how to access Self Serve Onboarding.



Be aware that the toggle for the Welcome Email should be set to No. Unless the user is already an employee, it is premature to send a welcome email. You can easily send a Welcome Email from the User List screen.

Self Service Onboarding When the blue Submit Onboarding Request button is clicked, the new hire gets a welcome email instructing them how to access the system and complete their application.

When the email link is selected, the new hire is taken to the Self Service Onboarding Wizard. The new hire clicks the Begin Onboarding button and will be guided through this Wizard, eventually Submitting their information for approval.

The Onboarding wizard will walk the new hire through entering:

Address

SSN

Birthdate



Gender

Ethnicity

Veteran Status

Citizenship

The New Hire e-signs the document and clicks the Submit my Onboarding button. The New Hire is now ready for the approval process, see the next section.

Approving the New Hire

The final step in Self Service Onboarding, is to approve the new hire. As a Base Manager, Recruiter or Base Admin User, go to the Onboarding Dashboard to review, and then Approve the new hire’s information.

The New Hire’s information will open in one screen. Use the scroll function to review all the information and signatures. The user can also edit any information as well.



In addition, the user will be required to sign the New Hire’s onboarding form to confirm that they approve it:

Click the Save Changes button when complete.

The user, from the Onboarding Dashboard, can now Approve and Create the Employee:



By clicking the green Approve button, the new employee will be created and added to the Employee Summary.

The employee is then in the system and all set to go.



Rehiring an Employee To Rehire an employee, make sure you are first locked into that company and employee using the Company and the Employee search boxes in the upper-right section of the Dashboard:

If the employee is Eligible for Rehire, go to the HR Admin - Employee Maintenance - Employment Detail. Since you are locked in, the employee’s name will appear in the Employee dropdown:

Set the Is this a Re-Hire? toggle switch to Yes.



The employee is now Active. You can verify this by viewing the employee’s status in Evolution Classic. Go to Employee – Employee - EE Entry tab: