When new hires join or employees leave, HR managers face an increasing number of tasks, and missing any of these can lead to a poor onboarding/offboarding experience and additional follow-up work.
The onboarding/offboarding checklist feature helps you stay on top of tasks by receiving to-do check notifications and automatically requesting necessary document submissions from new hires and departing employees. Here's how to set it up and use it.
Setting Up Onboarding/Offboarding Checklists
To use the onboarding/offboarding checklist feature, you need [Company Onboarding/Offboarding Checklist Template Management] + [Employee Onboarding/Offboarding Checklist Management] permissions.
The onboarding/offboarding checklist feature can be used in various ways by configuring what to-dos and document requests to send, to whom, and at what timing :)
Click [Members] in the left menu to see the [Onboarding] - [Offboarding] tabs.
To utilize the onboarding/offboarding checklist feature, setting up the [Checklist Template] is important.
By registering a list of tasks that are repeatedly performed when new hires join or employees leave, 'to-do requests' are automatically sent to the designated persons through flex at the specified timing.
In the checklist, you can configure assignee, date to send the to-do, deadline, and new hire/departing employee information.
Assignee: Select the member who will receive the to-do message or who needs to complete the document.
Setting the assignee is very important. For offboarding, incorrect settings may cause the checklist to be sent to members who should not be informed about the departure. We recommend setting the assignee as the person in charge of managing employee departures.
Date: Select when to send it, before or after the hire/departure date.
Deadline: Select when the requested to-do should be completed by.
New Hire/Departing Employee Information Sharing: Select what information about the new hire/departing employee to share with the checklist assignee.
Onboarding Template
Set up flex so that checklists are automatically sent when a hire date is set.
You can configure various items such as social insurance enrollment notification, probation evaluation reminder after joining, and N-year anniversary reminder.
We provide recommended to-dos and document request suggestions, so create a checklist that covers the onboarding experience tailored to your company.
Offboarding Template
In addition to onboarding, you can set up checklists for tasks that need to be done when employees leave.
You can configure various items such as delivering documents to the departing employee, social insurance loss notification, and equipment return document request.
We provide recommended to-dos and document request suggestions, so create a checklist that covers the offboarding experience tailored to your company.
Checking Onboarding/Offboarding To-Dos
Click [Members] in the left menu to see the [Onboarding] - [Offboarding] tabs.
After checklists have been sent based on the hire/departure date settings, you can check the progress of checklist assignees.
Check deadlines and manage to ensure that assignees complete their tasks without missing anything.
Click on a to-do item → click on the item sent to the assignee → you can also communicate with the task assignee through comments within the to-do.
FAQ
I want to add various 'documents' for document writing requests. How do I do this?
I want to add various 'documents' for document writing requests. How do I do this?
The 'document' in document writing requests sends a workflow document writing request message, and you can create documents through [Workflow] → [Document Form Management].
If you're concerned about exposing onboarding/offboarding-related documents to employees, you can manage them by using [Change Document Form Category] or [Visible to Authorized Users Only] settings.
For more details, please refer to the Workflow Form Classification and Form Management guide.
However, review writing requests cannot be added as automatic checklist items, so please use the separate Send Review feature!
If I add or delete checklist template items, will it be reflected in checklists already in progress?
If I add or delete checklist template items, will it be reflected in checklists already in progress?
No. Adding or deleting checklist items in the template will not be retroactively applied to checklists already in progress.
If you need to modify an in-progress checklist, you will need to separately add to-dos or document writing requests.
Can I attach files when creating templates for to-do and document writing requests through the checklist feature?
Can I attach files when creating templates for to-do and document writing requests through the checklist feature?
Unfortunately, you cannot attach files such as images, PPT, PDF, or Excel when creating templates for to-do and document writing requests through the checklist feature.
If you need to include attachments such as images, we recommend uploading them to a shared drive like Google Drive and including a link to access the drive.
What is the reference date for how the onboarding/offboarding checklist template and feature work?
What is the reference date for how the onboarding/offboarding checklist template and feature work?
The reference dates for the onboarding/offboarding checklist template and feature are as follows:
Onboarding checklist: Based on each employee's hire date
Offboarding checklist: Based on each employee's departure date, not the flex service end date.