For some organizations, you will be working with a large number of potential staff who will have pre-hire documents that they will need to complete before you move to the next phase in the hiring process. We call this the Phased or Two-Step Onboarding approach.
So how can you set up Phased or Two-Step Onboarding for your team?
Step 1: Create Your Groups
If you are not familiar with groups, we suggest you review this article to learn more about what they are and how they work.
The first group you will want to make is your Pre-Hire group. From there, you can create an “orientation” group to store forms for the second phase of onboarding, or any other groups that your team feels best fit their use case.
Step 2: Assign Forms
Now that you have your groups created, you will assign forms to those groups that will be sent to the appropriate staff members during their onboarding process.
You will want to assign anything that would be the requested or required Pre-Hire work in the Pre-Hire group. You can add whatever forms you would like them to complete in the other groups that you have created for when they are hired or move to the next phase in your onboarding process.
Note: Federal Forms (Form I-9, W-4, and W-9) cannot be added to a group. The assignment of Federal Forms is driven by the Staff Type: W2, Contractor, or Other
Step 3: Invitation to Onboarding
With your groups in place, you are ready to start onboarding. Refer to these articles for adding a single staff member or bulk importing staff.
In the case of adding a single staff member, you will need to select other as the employment type on the first step of your onboarding. This step will prevent them from being assigned any Federal Forms during this initial phase of onboarding.
When you get to the Groups section, you will want to pick the group that you created for your Pre-Hires. From here, you can follow the steps to completion.
In the case of Bulk Importing, you will be working from a spreadsheet. For the columns for Groups, make sure they indicate Pre-Hire, and in the Employee Type column, you will put Other. See the example below.
Step 4: Moving from Pre-Hire to Hire.
After you have confirmed that the staff members you are ready to officially hire, you can update their employment Type and group, which can be found on the Overview section of the staff profile. Shifting the Type and group will trigger the issuing of the forms that correspond to those statuses.
There you have it, you now know how to manage Phased or Two-Step Onboarding for your team.