Speed up the onboarding process and know exactly where new hires stand. The New Hire Portal guides new employees through the onboarding process step-by-step and allows HR teams to track their progress.
There are a few settings and steps that you will need to configure to enable the new hire portal.
Checklist:
Create your subtickets
Has to be associated with the request type “Onboarding > New Employee Onboarding”
Required custom fields
Rules Engine configuration
Subtickets
Subtickets are an essential part of enabling the New Hire Portal because this will send off the different tasks needed. You will create a Ticket Template to generate the different steps the new hire will need to take. Such as Employee Handbook Agreement or W-4, will be included in these subtickets. As you add subtickets, they will be reflected as each step of the portal.
Here is the knowledge base guide to help you set up Subtickets (ticket templates).
Request Category and Type
To enable the new hire portal you have to use the pre-existing request “Onboarding > New Employee Onboarding.” You are able to rename the specific request but it must be the original request type provided to activate the new hire portal.
This request category and type are preconfigured when purchasing the Incident IQs HR module.
Custom Fields
There are required custom fields that are associated with this request “New Employee Onboarding.”
These fields are locked and cannot be removed from the New Employee Onboarding. Also, they cannot be user in other request types.
New Hire Email*
New Hire First Name*
New Hire Last Name*
New Hire Location*
These fields are required to create a local user account with Incident IQ. This will allow the user to receive corresponding emails and have access to the new hire enclave to complete their new hire process.
You can add additional custom fields as needed. Please see the following knowledge base guides on how to create custom fields.
These custom fields are preconfigured when purchasing the Incident IQs HR module.
Once they have completed the onboarding portal, the new hire has been added to your SSO. The local user account that was created needs to be merged with the user created through your SSO so you do not have duplicate users in the system. Currently, this is a manual process.
Please make sure to do this AFTER the account is fully onboarded and they have an SSO account.
First, you will need to go into the user settings, and under Actions click Merge User.
Next, you will need to identify the Target User or the user coming from your SSO. This is the account the information will be merged into. It will first simulate the two accounts being merged.
Then, you can untoggle Simulate merge results in the top right corner. Once you click merge, this process cannot be undone. Double-check the source user (local account) and the target user (SSO account).
Once the 2 accounts are merged, there will just be the one SSO user account in the system. This is the new account they will be using after they are in your SSO system and fully onboarded.
Rules Engine
There are a few rule actions that need to be configured for the new hire to receive emails and access the portal. First, the filter needs to be the preconfigured request “Onboarding > New Employee OnboardingOnboarding > New Employee Onboarding.”
Next, you will need to add your actions. The first action that needs to run is Create Local User. This will create an account to allow the new hire to receive our emails and access the new hire portal.
Then you can add your subtickets. These subtickets will be the different steps of the enclave that the new hire will complete. The ordering of the steps from top to bottom (subticket sequence) will result from left to right in the new hire portal.
(Example: Step 1. Employee Handbook, Step 2. W4 Withholding, Step 3. Direct Deposit Setup)
The last required action is Send Email > New Hire Onboarding Welcome Email, and select Ticket Created User. This will send the New Hire Welcome Email, where they can access the new hire portal.
Please note, you can add additional actions to this rule.
---
Kathryn Carter - Community Moderator