On/Offboarding Checklist - Record Keeping

Hi ​@HRHappiness ! Excellent question. Just tagging some folks who might be able to provide some insight here:

​@andra.enache ​@BoltWorks ​@jwilliams79 ​@Siddhaarth KB ​@a_meduolis ​@Nathan Jolly ​@xtine08 

​@HRHappiness I suppose it depends on what is in your checklist. For us, a lot of information in the onboarding list is also an employee attribute, so the information auto-populates in the employee profile when completed (e.g. training session dates, emergency contact information, device ID numbers, etc.). We do the same for position change flows. What is in your checklist that you want saved?

​@jwilliams79 we have a lot of steps that are set up in that way also.

It’s more just a record that the onboarding was completed in full on X date and showing the steps which have been completed in case there is ever a reason to refer back to it, i.e. a failed/extended probation and the employee says they weren’t onboarded correctly or a particular step wasn’t completed.

​@HRHappiness for us, we have an employee attribute section for “new hire training” where each training session new hires attend is listed and employees input the date of completion to the onboarding flow. Once marked as complete, it is saved on their profile as an attribute with the training title and date. 

Something you could also do that we haven’t implemented (yet) would be the document down/upload options in onboarding. If you have a training acknowledgement you want them to sign, you could leave it in a step for download, the employee fills it out, and reuploads it into the step. You can assign which document tab it uploads to as well for storage purposes.

Overall, the steps must be “marked as complete” to show up green, otherwise you receive constant email reminders. As long as you don’t delete the onboarding template from the employee’s profile once fully complete, all steps taken should remain there as evidence. You would just have to be very detailed about the steps in order to prove that against a claim of poor onboarding.

Perhaps as extra coverage,  you could add a step for whichever HR member signs off on the completion of onboarding on XX/XX date, there is evidence documented for that as well?