Nimble’s onboarding module automates and centralizes the employee onboarding process by offering our users the ability to customize workflows, assign tasks and create custom forms.

It’s important to create a consistent, streamlined onboarding process that eliminates manual work for the HR team and ensures a seamless candidate to new hire experience.

If you do not have an formal onboarding process currently, you may want to start off by outlining the overarching steps of your ideal onboarding process and the smaller tasks that a candidate and/or other internal team members may need to accomplish before a soon-to-be new hire’s first day.

As an example, your overarching steps (which will become your onboarding statuses) may look something like this:

Once the candidate has been moved to the Hired or Offer Accepted status, the onboarding statuses you’ve added in settings will become available in the dropdown on the candidate’s quick view and full profile.

From there, the Super or District Admin can take action by completing tasks, sending forms and updating the new hire’s status as she moves through the onboarding process.

To create the onboarding status, navigate to the settings page and click the New Status button.

Be sure to turn on the Onboarding Status toggle in order to enable the onboarding functionality. You can also turn on the send email toggle to link an email template before saving the new status. Once you hit Save & Close, the status will automatically be added directly below the Hired or Offer Accepted status in your current pipeline.

Just like the archived status, all onboarding statuses must be created as new statuses, meaning you cannot edit an existing status to make it an onboarding status later. Onboarding statuses are considered special because the candidates that are in one of these statuses will still be considered “hired” and will count in the numerator on the vacancy dashboard.

Now let’s jump back over to the pipeline and continue with our example of how a candidate might move through the process.

The new hire is now in the background check and fingerprinting stage of the process, where another HR Rep. (District Admin) may have received a task notification reminding them to verify that the new hire’s background check and fingerprints have cleared.

Once cleared, the candidate can be moved to the New Hire (NH) paperwork status, which will trigger the “Send onboarding packet” task for the District Admin.

Super Admin can create an unlimited number of tasks to help admin users and candidates keep track of their to do’s in the onboarding process. Tasks are triggered by status changes and can be assigned to candidates and/or internal users; you can also filter by the status of tasks on the candidate list. Using the task filter will allow you to see which candidates have completed tasks and are ready to be moved forward into the next status in the onboarding process.

In this scenario, the task that is sent to the District Admin via email, will also show on the candidate’s quick view or full profile and can be checked off once completed. Additionally, a task can be created and sent to the new hire reminding her to complete the onboarding paperwork by a certain due date. This task will show up on her Nimble dashboard and can also be checked off when completed.

But let’s take a step back and review an example of how the District Admin might send the onboarding paperwork to the new hire through Nimble.

Super Admins can create and send forms via Nimble to get electronic signatures and collect information required during onboarding. Using our HelloSign integration, you can go paperless; sending your new hire paperwork, offer letter and more.

Once the documents have been signed you will see the completed forms under the attachment section in the candidate’s quick view or full profile. You can also customize which users have access to view completed forms in your settings.

After the new hire completes and returns her paperwork you can move her to the Received paperwork status. From there you may need to connect with the school or department to double check and confirm location specific details like start date or orientation information. Ideally, this information has already been captured on the candidate’s quick view or full profile under the custom field section, but if not, you can quickly update this information before moving the new hire through to the final onboarding stage; Clear to Start.

Custom profile fields can be used to capture relevant candidate information that is not already requested on an application. You can also use custom fields to capture onboarding or HR-related information, like the name of the HR representative who is processing the candidate, salary, and/or start date, as mentioned in the example above. The information from these fields can also be used to populate the candidate forms before they are sent out.

The example outlined above only highlights a few of the ways Nimble users leverage the onboarding module within Nimble. If you have any questions regarding setting up the onboarding module to reflect your own processes, feel free to email us support@hirenimble.com