In this guide, we will walk through the steps presented to a Worker when they are sent an Onboarding request for completion. HR users can use this guide to:
- Troubleshoot worker onboarding issues, and;
- Understand how compliance rules configured for a company and/or position are presented to a worker for completion, to optimise the onboarding experience if required.
About Worker Onboarding
When a Worker is sent an Onboarding request, they will need to complete some or all of the following steps, depending on the inclusions of the Onboarding package.
| Step | Conditions | Action required |
| Activate Xemplo account |
Shown to new users only. Where a worker already has a Xemplo account (either from you or a previous employer) they will be prompted to login with their existing account. |
When a new worker receives an Onboarding request, and they have never been employed by you before or had a Xemplo account with another employer, Xemplo will create a new account using their email address. Before starting their Onboarding, the worker will need to activate their account. During this time the onboarding record on the Onboarding Home Page will show the status Sent to Worker. The worker will be prompted to create their new account, including setting a password and agreeing to Xemplo's Terms and Conditions and Privacy Policy. |
| Sign contract | Shown if the Onboarding package includes a contract. |
The worker must sign their contract to continue the Onboarding process. The worker can also ask a question about their contract at this step, or decline it. If a contract is declined, HR will receive an alert and the Onboarding process will be stopped. During this time the onboarding record on the Onboarding Home Page will show the status In Progress. |
| Complete Work Rights Check | Shown if the worker's company or position requires a Work Rights Checks. |
The Worker must provide the required personal information for the employer to complete a Work Rights Check. Please note: The Worker will not be able to continue the Onboarding process until their Work Rights Check is successfully completed and the employer has confirmed that they are eligible to work in the specified role. During this time the onboarding record on the Onboarding Home Page will show the status In Progress. |
| Complete Worker Profile | Always shown. |
Once the contract is signed (or if no contract is included in the Onboarding), the worker will need to complete their Worker Profile. The Worker Profile includes any personal information required by the employer, contact details, payroll information (such as bank and tax details) and evidence of any credentials required for their worker's new role. During this time the onboarding record on the Onboarding Home Page will show the status In Progress. |
| Review Documents | Shown if an Onboarding package includes documents that a worker must read and acknowledge or sign as part of their employment. |
The worker must read and acknowledge or sign all required documents to complete the Onboarding process. During this time the onboarding record on the Onboarding Home Page will show the status In Progress. |
| Complete Induction Training | Shown if an Onboarding package includes training activities that a worker must complete prior to starting work. |
The worker must successfully complete all training activities to complete the Onboarding process. During this time the onboarding record on the Onboarding Home Page will show the status In Progress. |
| Submit Onboarding for Review | Always shown. |
When a worker has completed all required Onboarding steps, they can submit their Onboarding package to HR for final review before commencement. The worker will also be prompted to complete an additional verification check (via SMS) before submitting. During this time the onboarding record on the Onboarding Home Page will show the status HR Review. Important: Onboarding is not fully completed until the final HR Review is done. |