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. This gives you everything you need to build out their profile and start the onboarding workflow below.

2. Customize Employee Profiles

To collect more information from your new hires (who'll show as Pending Arrival until their start date):

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.

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 - scheduled, personalized emails (e.g. a welcome email).
Generic Tasks - action items like setting up equipment.
Forms - collect information before or after the employee starts.
Sign a Doc - send documents like a Code of Conduct for signature.

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

Use forms to collect information from new hires - both before their start date, while they're in Pending Arrival status, and after they join.

Add any employee field to the form (e.g. address, emergency contact, dietary requirements, bank details). Submitted data is automatically saved to the employee's profile - no manual entry needed.
Mark fields as required so nothing gets missed before submission.
Include file upload fields to collect documents like ID or certifications.
Choose whether the form is sent to the employee's work or personal email. For pre-onboarding, always use personal email if their work account isn't active yet.
Set the assignment date relative to the start date (e.g. 7 days before) so forms land at the right time.

For a new-hire check-in form: create a new tab in Employee Fields for the relevant month, add those fields to the form, and set the assignment date accordingly (e.g. one month after the employee joins).

Sign a Doc

A common pre-onboarding use case: send a Code of Conduct or employment contract for signature before day one.

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

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).

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.

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").