Step 1: Create Custom Fields for New Hire Check-Ins
Click the three dots at the top right of your screen and select Account Settings.
Navigate to the Employee Fields tab.
Add a new tab and name it something like New Hire Check-In.
Within this tab, create groups for different check-in phases. For example:
Month 1 – Employee
Month 1 – Manager
Month 3 – Employee
Month 3 – Manager
Add relevant questions to each group using the Long Text Answer field type. For example:
Employee Questions (Month 1):
What was your overall experience of the onboarding process?
What went particularly well in your first month?
What support would help you succeed?
Manager Questions (Month 1):
How would you describe the employee’s progress?
How well have they integrated into the team?
Step 2: Create an Onboarding Workflow
Click on Workflows from the left hand side bar.
Go to the Templates section and create a new template using the Onboarding workflow type.
Name your workflow (e.g., Onboarding – June 2025). The anchor date has already been set as the employee's start date.
Step 3: Add a New Hire Check-In Task to the Workflow
Scroll to the bottom of your workflow and click Add Task > Fill Form.
Name the form (e.g., Check-In – Month 1).
Set the due date to be around 30 days after the employee’s start date.
Set the assignee as the Employee.
Set the assignment date to allow time for completion, such as assigning the task a day or two before the due date (or on the due date).
Write a message to the employee, for example:
Hi {{First Name}}, now that you've been with us for a month, we'd love to hear about your experience so far.
Use variables like
{{First Name}}to personalize the message.
Step 4: Build and Customize the Form
On the right side, you’ll see a list of employee fields. These include the custom check-in questions you created.
Drag and drop the relevant questions into the form.
Click each question to:
Make it required, if needed.
Remove or reorder questions.
Click Apply Changes to save.
Repeat the process for:
Manager check-in forms
Month 3 check-in forms
Step 5: Run the Workflow
Go to the Activity tab.
Select Run Workflow.
Choose the employee.
Select the workflow type (Onboarding) and the specific template you created.
Click Run.
The employee will receive the check-in form on the assignment date. The system will also trigger any other onboarding tasks you’ve scheduled based on the anchor date.
If you have any questions, please feel free to contact support@shapes.co