Step 1: Integrate with Your ATS Platform
Shapes supports integrations with multiple ATS platforms. To connect:
Go to Account Settings > Integrations.
Choose your ATS platform (e.g., Lever).
Follow the guided steps to import the new employee's data.
This automatically transfers key information, but make sure to update the work email field when sending the invitation to join Shapes.
Step 2: Customize Employee Profiles
To collect more information from your new hires:
Navigate to Account Settings > Employee Fields.
Add a new section of fields under the Personal tab (e.g., “Dietary Requirements”). You can also generate this field group using AI.
Next, set up permissions:
Go to Permissions - you can create a new employee role (e.g., “Employee US”).
Assign view/edit/hide rights for each field. By default, custom fields are hidden.
Allow new employees to edit specific fields like dietary requirements.
Step 3: Build an Onboarding Workflow
To automate the onboarding process:
Go to Workflows > Templates > Create Workflow Template.
Choose the Onboarding template or build your own using AI/from scratch.
Customize the tasks. Types of tasks include:
• Emails:
Example: send personalized welcome emails.
Schedule them relative to the start date using variables like
{first_name}.
• Generic Tasks:
Example: setting up equipment for new employees.
Assign actions and customize due dates and assignees.
• Forms:
Create pre-onboarding forms with fields e.g. address.
Create a new-hire check in form:
First, create a new tab in the Employee Fields and add groups for each month related to the employee and manager.
Then, add these fields to the form and choose the assignment date e.g. one month after the employee has joined the company.
Make fields required if needed.
Submitted data is automatically added to the employee's profile.
• Sign a Doc:
Upload a document for the assignee to sign e.g. Code of Conduct
Keep the document within the task, or auto-save the signed doc to the user's profile
Step 4: Run the Workflow
Once your workflow is ready:
Go to Activity and click Run Workflow.
Choose the new employee.
Select the Onboarding workflow and template.
Tasks will be scheduled immediately or based on the anchor date (start date).
Step 5: Automate Notifications
Stay informed with automation rules. For example:
If an employee’s bank account changes, notify the Finance team.
Set up in People Directory > Automations > New Automation.
Step 6: Assign Time Away Policies
Before inviting the employee:
Select the employee’s profile.
Click Assign Policies > Time Away.
Choose reasons (e.g., vacation, sick leave) and assign relevant policies (e.g., “US Vacation Policy”).
You can also set default policies that auto-assign policies to new employees in the policy setup.
Step 7: Calendar and Org Chart
New employees can integrate quickly through:
Syncing Shapes with their work calendar to view team schedules.
Use the Org Chart to understand team structures.
This gives new hires clarity on who’s who and how they can work together.
Final Step: Invite the Employee
To officially bring them onboard:
Check the box next to their name.
Click Invite.
Assign the appropriate permission level (e.g., Employee).
Choose the role (e.g., “US Employee”) and click Set.
If you have any questions during your setup or onboarding process, don’t hesitate to reach out to support@shapes.co - we're here to help!