Setup

• Position drives everything downstream. Get Compliance Rules right before you create your first real onboarding - fixing them after workers are mid-flow is much harder.
• The Signing Manager needs Manager access rights to sign contracts. Verify this during setup, not in the week of go-live - it’s a common last-minute blocker.
• Build Compliance Rule templates once per Position, not per worker. Reusing templates is what makes onboarding fast at scale.
• Load your induction Training content before go-live so it’s automatically assigned - don’t plan to add it after workers are already partway through.

Creating an Onboarding

• Contact details must be 100% accurate. The mobile number and email you enter drive account activation and verification - a typo here is the single biggest cause of “worker can’t log in” tickets.
• You can’t select an existing worker who already has an unfinalized onboarding open. Cancel or complete the existing one first.
• Choose New Worker vs. Existing Worker deliberately - it changes what information is captured upfront and how much the worker has to fill in themselves.

Worker Experience

• Workers complete all 7 steps themselves through self-service - activate account, sign contract, work rights check, complete profile, review documents, induction training, submit for review. You shouldn’t need to chase paperwork manually.
• A Background Check or Work Rights check can pause the workflow while results come back. Set expectations with the worker about timing so it doesn’t look like the system has stalled.
• Workers can see their own onboarding status at any time - if they’re asking you for an update, point them to their own dashboard first.

Review and Approval

• “HR to Review” isn’t the finish line - it’s a checkpoint. Review each step rather than reaching for Approve All by default.
• Use “mark Incomplete” to send a specific step back to the worker rather than rejecting or restarting the whole onboarding.
• Approving everything at once is faster, but it’s also how compliance gaps slip through. Spot-check documents and credentials even when the worker has marked them complete.

Troubleshooting

• Onboarding stuck in Draft? Check whether it’s actually been sent to the Signing Manager yet - Draft onboards that were never released will sit there indefinitely.
• Worker can’t activate their account? Check their mobile number and email for typos first - this resolves the majority of activation issues.
• Onboarding stuck at “Background Check”? Confirm with your provider whether the check has actually been submitted, not just initiated.
• Can’t start a new onboarding for someone? Check for an existing unfinalized onboarding under that worker first.