Configure Onboarding Settings

The Onboarding module allows you to create electronic workflows for your onboarding processes.

Before you can use Onboarding features, your System Admin must enable the Onboarding module and complete required configuration steps in the HR Management web application.

You must be a System Admin to configure this module.

  1. Select Admin > Portal Settings > Onboarding / ATS.
  2. Expand the General Configuration section.
  3. Select Enable Onboarding.
  4. In User Group for Onboarding / ATS Admin Permissions, select the Employee Group that should have Admin rights to Onboarding.
    The Onboarding Admin manages and maintains Onboarding. This user configures Onboarding profiles, Document Templates, Custom Tasks, and assigns Onboarding permissions.
    Note: The Onboarding Admin also has permissions in the Applicant Tracking module and is the default JobTarget Admin. Applicant Tracking pages display only if you have enabled the Applicant Tracking module. JobTarget options display only if you have enabled JobTarget posting.
  5. In Company number for Onboarding and ATS Logo (required), enter the number for the company whose logo should appear on your Onboarding Welcome page.
    Important: If you do not enter a company number in this setting, you will not be able to send Onboarding Invitations.
  6. If you would like users assigned to a hiring location to receive an email when a new hire has submitted onboarding forms, select Enable Email to Authorized Users After New Onboarding Submission.
    The Onboarding Admin assigns users to hiring locations. See Create and Manage Hiring Locations for details.
  7. To require Personal Information fields during onboarding, use the setting called Required Fields on Personal Info (Onboarding Only).

    This setting ensures that new hires complete specified fields first. In turn, these entries are used to prefill Forms I-9, W-4, the Voluntary Self-Identification form, and other fillable PDF forms with personal information fields. Users must enter required fields before they can complete additional forms.

    1. Select Edit for this setting.
    2. A pop-up window opens, listing the field options available. Enter the fields that you want to require in the text box at the bottom of the window. Separate multiple entries with a comma and no spaces. This setting defaults to: FirstName,LastName,Email,Address1,City,State,Zip.
  8. If you are planning to use the Voluntary Self-Identification form included with Onboarding, enter the company name to display at the top of that form in Company Name for Voluntary Self-Identification forms.
    Note: You can assign an attachment type to the Voluntary Self-Identification form using the portal setting Voluntary Self ID Attachment Type when Initializing. This attachment type is assigned when the form is attached to the HR Resource record in Vista (after you initialize new hire records).
  9. If you are including the direct deposit step in your onboarding process, enable the portal setting Initialize New hires to Payroll. This setting allows direct deposit fields to be updated in Payroll when new hire records are initialized to Vista. If you enable this setting, a PR Employee field displays (grayed out) on the Initialize to Vista pop-up window in Onboarding and will be updated with the new hire's employee number during the initialization process.
    Note: You must enable this portal setting in order for the Include Direct Deposit field to be available when setting up an onboarding profile.
  10. To set up employment eligibility verification through Fiddletree, configure the settings in the Fiddletree E-Verify Integration section.
  11. Review additional Onboarding settings found under the Custom Headers and Log-in Page sections. Be sure to review the setting Helper text by selecting the setting name before enabling any of these settings.
After the System Admin has configured Onboarding, the Onboarding Admin can create hiring locations, document templates, and custom tasks, and set up Onboarding profiles.