Follow this comprehensive step-by-step guide to create a seamless onboarding process tailored to your needs.
Break down larger tasks into smaller, actionable steps to streamline collaboration across teams.
Go to the Workflow section in your onboarding dashboard.
Click Create New and assign a title (e.g., "Set up IT for new hire").
You can name your Workflow as you wish:
Add Sub-Tasks by clicking the +Add step button
Example: "Request laptop setup," "Create an email account," "Grant system access."
You can assign each sub-task to the appropriate owner (e.g., IT team members) and set deadlines for each task or sub-task.
You can add a starting criterion to this subtask; for example, if a form needs to be completed, you can set a deadline for its submission.
You can also choose an event as a criteria:
You can assign a viewer or editor to this subtask and choose whether they should receive an email notification upon completing this step.
You can add different stages to your workflow to make it more organized and segmented.
Example Workflow: Onboarding Process for a New Nurse in Ireland or the UK
This workflow ensures compliance with regulatory requirements in Ireland or the UK while streamlining the onboarding process for a newly hired nurse.
Workflow Title: New Nurse Onboarding & Compliance Checklist (Ireland/UK)
Step 1: Create the Workflow
Navigate to the Workflow section in your onboarding dashboard.
Click Create New Workflow and assign a title, such as "Nurse Onboarding – Ireland/UK Compliance."
Step 2: Add Sub-Tasks
Break the onboarding process into smaller, actionable tasks to meet local compliance and regulatory needs.
Example Sub-Tasks:
Garda Vetting (Ireland) / DBS Check (UK)
Assigned to: HR Compliance Officer
Deadline: 3 weeks before the start date
Starting Criterion: The employee submits a completed vetting application form.
Notes: Ensure compliance with GDPR regulations when processing background checks.
Verify NMBI (Ireland) / NMC (UK) Registration
Assigned to: HR Assistant
Deadline: 2 weeks before the start date
Details: Confirm the candidate’s active nursing registration and upload verification to their profile.
Schedule Occupational Health Screening
Assigned to: Occupational Health Specialist
Deadline: 2 weeks before the start date
Starting Criterion: Candidate completes and submits a Health Declaration Form.
Notes: Include immunization records and mandatory health checks.
Obtain Professional References
Assigned to: HR Assistant
Deadline: 3 weeks before the start date
Sub-Tasks:
Contact previous employers for work references.
Request character references if required.
Verify references and upload them to the candidate’s profile.
Provide Uniform and Equipment
Assigned to: Logistics Coordinator
Deadline: On or before the start date
Notes: Include ID badges, uniforms, and any required medical equipment.
Set Up IT & Access Permissions
Assigned to: IT Support Team
Deadline: 5 days before the start date
Notes: Create NHS/HSE system login credentials, email accounts, and access to patient databases.
Complete Mandatory Training
Assigned to: Training Coordinator
Deadline: 1 week before the start date
Notes: Include training in areas such as Safeguarding, GDPR, Manual Handling, and Infection Control.
Step 3: Add Stages
Organize tasks into stages aligned with Irish/UK-specific onboarding requirements.
Example Stages:
Pre-Employment Compliance
Garda vetting/DBS check registration verification, and health screenings.
Employment Preparation
Includes obtaining references, distributing uniforms, and IT setup.
Induction & Training
Focuses on mandatory training and familiarization with the facility’s protocols.
Step 4: Notifications and Assignments
Assign tasks to relevant team members and set up notifications. For example:
Notify HR when health screening is completed.
Notify the hiring manager when all compliance checks are verified.
Step 5: Monitor Progress
Use the onboarding dashboard to track:
Completion of key compliance tasks like Garda vetting/DBS checks.
Delays in health screening or reference verifications.
Training completion status to ensure readiness for the first day.