When new hires are added to a company, it is relevant for users to have access to certain information or provide updates before their start date. By utilizing pre-onboarding portals as well as workflows that integrate new users, admins are able to do just that.
With the pre-onboarding portal, admins have the ability to automatically enroll new, not invited users to have a limited access to Leapsome so they can view important company documents.
In order to allow new hires to access the limited resources available in pre-onboarding, admins must create a pre-onboarding portal.
Navigate to Settings > company > pre-onboarding portal > '+New onboarding portal package.'
Within the package, admins must designate the following:
Basics
- Package name
- Recipient email
- Work email (always enabled)
- Personal email (optional)
- Invitation message
- invitation subject
- Invitation message
Pre-boarding content
- Welcome message
- Header
- Message
- Media: Share a link to external content like a presentation or welcome video
- Add link
- Onboarding contact(s) : Assign contests to support new hires hiring onboarding.
- Add contact(s): Assign contacts to support new hires during onboarding. Their email address will be displayed to allow new hires to reach out.
- Manager & Team
- Enable the ability to show manager
- Enable the ability to show team members
- Key People
- Add contact(s): Introducing key people helps new hires get to know the team early.
- Company documents
- Add documents already available on Leapsome, or upload documents: Provide access to important documents new hires need to review, such as policies, guidelines, or onboarding materials.
When you create a user profile for a new hire, you can choose to send them an invite to the pre-onboarding portal, or you can create workflows to send them an invite to the pre-onboarding portal.
Using workflows to invite new hires to the pre-onboarding portal, gives admins the ability to not only send the relevant information available in the pre-onboarding package, but also allow the user to input data within their profiles before they gain full access to the platform.
To set up a workflow to initiate these steps for a new hire, navigate to settings > automation > workflows > + new workflow.
Basics : We suggest making the trigger based on Event > Employee created. This way, when the employees profile is created, they will be enrolled in the workflow.
Steps : Within the steps, you can use the step type > ‘Send invitation to pre-onboarding package’ and select the relevant pre-onboarding package you created.
In subsequent steps, you can utilize other step types such as ‘Set user attributes’ or ‘upload document’ to instruct the user to input this data in their profiles before their start date, and before they have full access to Leapsome.
Depending on the steps listed in the workflow, the user will only have access the allowed through the actions they need to take. For example, if the workflow step asks the user to fill in specific attributes, then the user will have write access to those attributes, which will be outlined in the task on their homepage.
You can use the workflow to invite the user to the platform with full access in later steps through using delay steps in a sequence, or you can create a non-sequential step in the workflow to invite the user after a specified number of days after their employee profile was created.