ADD OTHER USERS
You can have unlimited users in the system. Admins have full access over the full system.
Admins have full access to the system. They can see all the divisions and new hires, run all reports, adjust all the settings, and use all of the features.
HR Staff will have limited access to the system. They have access to the division dashboard but not the admin dashboard. They will not have access to run reports or adjust any of the settings or users.
You have the ability to set up your HR Staff with either full or limited access to the division, however, all HR Staff have to be setup the same way. You cannot have some with full and others with limited access.
Full Access: If an HR Staff user has full access, they will be able to view and/or approve all of the forms for every new hire the division(s) where they have access. This can be one, some, or all divisions.
Assigned Access: If you only want the HR Staff to view/approve specific forms, they will need to be setup with Assigned or limited access. This is set under the company settings. Assigned Access Staff will only be able to see a form once it has been assigned to them and not be able to see or approve anything else.
The three main areas will be the:
Activation Email - This is the first email the new hire sees when you initiate the onboarding process. The default message will work, but is not personal. Your logo will automatically be added to the top. You are able to adjust the verbiage between the Dear "name" and the automatically generated username/password area below.
Employee Dashboard (Landing Page) - This is the first page your new hire will see when they log into the system. This is a great place to start immersing them in your culture. Some great ideas to add here would be a nice welcome message or short welcome video (1-2 min long), pictures of the HR Team or Management Team so they can start associating names and faces, mission statements, values, or any other information that tells them who you are as a company and what they need to know before they start their paperwork.
All Form Submission Complete - This is the last page the new hire will see after they have completed all of the forms in their packet. This is a great place to remind them about next steps. Some great ideas would be to remind them about bringing in their I9 verification and any other supporting documents needed on their first day. You can give them a link to go to another step of your onboarding process such as a training module, benefits portal, etc. The Flyer section with any information sheets and the upload area (if Premium) will display below this verbiage. You can direct them to either area with any additional instructions to read, print, upload, etc. as needed.
There are other pages including the Employee Information page which displays to the new hire when they need to update their name and birthdate, and the Select Available Forms page which displays to the new hire with the list of documents in their packet. The process to update all of the pages will be the same. This area can be found by selecting the Settings Icon in the top menu bar and clicking on ‘Customized Content’ from the drop-down menu.
SET UP NOTIFICATIONS
There are many different levels of notifications depending on when you need to be notified and what you need to be notified of.
New Hire Notification - The new hire can receive automatic reminders to complete their forms if they haven't done so. This email will be send daily for the time period you select to remind them of any form they have not yet completed. Once they complete all the forms, they will not receive any notifications. This is set under the Forms Icon/Forms Manager/Enable Due Dates.
Overdue Notice - An Admin, Manager/Staff, or Division Contact can all receive a notification when the new hire is overdue on their forms. This will be one email to let you know which forms they did not complete and when they were due. You will need to follow up with them after that point. This is set under the Forms Icon/Forms Manager/Enable Due Dates.
New Hire Submits a Form - This will be one email for every form the new hire submits. If you have 12 forms in your new hire packet, you will receive 12 separate emails. This is set for Managers/HR Staff under their Account icon in the top right corner, Edit Account, Notifications area.
New Hire Submits a Specific Form - You choose the form for all divisions or for a specific division and are only notified when the new hire submits that one form. For example, you want to be notified when an I9 is complete for your Full-Time Division only. This is set up in the Task Management option. You will need to first create a template for the action with the time frame. Then create a trigger point to set when you want this to happen.
New Hire Submits all Forms - This will be one email confirming that all the forms in the new hire's packet have been submitted. If you have 12 forms in your packet, you will receive 1 email when all 12 are complete. This is set up in the Task Management option. You will need to first create a template for the action with the time frame. Then create a trigger point to set when you want this to happen.
Form is Approved - You choose the form for all divisions or for a specific division and are only notified when that form is approved. For example, the Direct Deposit form has been approved and is ready to be added into payroll. This is set up in the Task Management option. You will need to first create a template for the action with the time frame. Then create a trigger point to set when you want this to happen.
All Forms are Approved (Employee is at 100%) - This will be one email confirming that the new hire has completed all their forms and they have all been approved by an Admin or Manager. The new hire is now ready to start, be transferred to payroll or benefits, or to the next step in your process. This can be set up in two different areas. The first is under the Settings Icon/Company Settings. Click on the box to enable the notifications and enter in any emails needed separating them with a comma. The second is in the Task Management option. You will need to first create a template for the action with the time frame. Then create a trigger point to set when you want this to happen.
If you do not have the task management option turned on, email HireFormsSupport@applicantpro.com and they will add it for you.
The report area helps you export data from HireForms and either import it into other systems such as payroll, time & attendance, HRIS, benefit portals, and more or to simply open up in Excel for your own use. You can pull data from one or multiple forms into a template and have as many templates in the system as needed.
DEACTIVATE/REACTIVATE NEW HIRES
If a new hire is terminated or you no longer want them to have access to the New Hire Portal, you will need to deactivate them. If they ever return, you are able to easily reactivate their account so they can go back in and update their paperwork again.
NEW HIRE/EMPLOYEE PORTAL
This shows what the New Hire will see when they receive the email to start the onboarding process and shows the different functions for them within the new hire portal.
If your company is using eVerify, it will be triggered by approving the I9. There will be a pop-up once the I9 is approved to prompt you through the steps to complete eVerify. If you are not going to run the eVerify section, you are able to close out and use the message center to notify your Admins that the new hire is ready to be sent to eVerify. Contact your Human Resources if you have any questions.