Our current process is for a hiring manager to complete series of requisition forms for equipment, new users, etc. that a hiring manager completes and each is directed to the team responsible for the given task. It would be great if we could replace that mess with these Internal Workflows.
Add the ability to assign a responsible party (ee or perhaps and employee group) and have notifications go to those people could replace that process. It would be good to also have control over the pieces of information from the new ee to include in the notification.
Mary Rosenthal
| Company | Sellen Construction |
| Job Title / Role | Construction Applications Manager |
| I need it... | 1 month |
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Circling back to this...we've onboarded 103 employees this year!!! (Notice I didn't say successfully.) We have 10 people involved and literally 100s of admin tasks that have to be addressed for each new hire - HR, PR, IT, Safety, Fleet Management, AP, Accounting, Operations and Admin...
ATS/Onboarding successfully addresses the papering of applicants/new hires, but all the stuff that has to happen by others is managed through a series of Excel spreadsheets, emails, Teams messages and Vista notifiers. A Profile/Job Category based workflow would be a dream - would help us do a better job and be much more efficient. Thanks for consideration!
@Mark - thanks for picking this up. Right now we have a series of emails that are sent to different people in the office based on different steps in the Onboarding Process.
Example - when the user completes a drug screen - then an email is sent to a group that says
"New Hire X has completed the next step in the hiring process.
New Hire X's email is newhire@kimbel.com
Phone number is 757-666-1212."
My thoughts are that we would tie the notification email to an admin step - the admin would complete the step and then the email would be sent out. The email would be able to pull fields from anywhere in the Onboarding Workflow.
I'll forward you some examples!
I could not agree more with the previous comments. This is something that was available in our previous onboarding system. In addition, to when a person is onboarding it would be helpful to have a workflow for recollecting items when an employee leave employment.
@Paul Thanks for the details! We are currently looking into ways we can help you solve these problems.
@Veronica Can you email to me at Mark.Cadman@Viewpoint.com ?
@Andrea If we had a process outside of Onboarding that would help New Hires complete various tasks, would this work?
Thanks everyone!
It would also be helpful to continue to have access to the onboarding process after the employee is Initialized to PR/HR. Often there are lingering processes that need to be completed by both the employee and managers after initialization to the system and to have continued access to complete these processes would be very helpful.
@mark.cadman - how do you want us to send you this? I cannot post internal work-flow documents in this thread
Mark, as I stated in my other post we have many, many items/access/info that can used for new hires but we put it currently on a single form (SRF) that has to be emailed around to the responsible parties to do their part(s). The top section of the form includes general information from name, title, department, supervisor, start date, location or job, HR Ref #, years of experience, primary language, etc. Then the second part of the form has all the items/access/etc that the employee should receive or be setup for. These forms can include new hires, changes during their employment for new access possibly due to a promotion or job title, status change from full time to part time and even Terminations. It is the main communication tool on require changes based on multiple criteria.
We historically would send a form (we call SRF - Service Request Form) to all the related departments on what a new hire will receive which can include a host of items/access like a laptop, gas card, Viewpoint access, Credit Card, Company Vehicle, cell phone, Toll Pass, e-mail account, Other Applications access (Plan Grid, HeavyJob, etc), their Benefits Group, etc, etc, etc. We have been working on an automated workflow internally rather than a form but if this could be incorporated into the Portal that would be much better. Also, if most of this could be pushed to HR COMPANY ASSETS by employee a company could then track what was issued and when an employee leaves the company confirm what needs to be returned/turned off/etc.
Hi Team,
Is the majority of this being done by email right now? Can you all provide your top three use cases?
e.g. For all office new hires, IT is sent an email requesting that a laptop be setup for the new hire.
Thank you!
I strongly agree with this suggestion. We are moving from an Enterprise level HRIS to Viewpoint's system, and the functionality requested should be part of this system's core.
I concur with the others... this would be extraordinarily helpful to create internal notifications within the Onboarding/ATS module
We see this as an area for improvement as well. There are a lot of items, IT related and others, that would be nice to get done before the employee starts and sometimes our Managers forget to notify the right people when a new employee starts. Would rather that be part of the onboarding steps by way of notification.
We have the same issue with our hiring process. It is all email based.
Our hiring manager fills out what we call Template A. Then Template B is sent to the New Hire Email Group, then a "Completed the Next Step" is emailed, then an all clear. All of these would be Internal Workflow if the notifier was sent out.