This article is applicable to both existing and new Qualee clients.
Whether your business just started or has been in operation for some time, our pre-boarding and onboarding templates are relevant to your company's needs.
Below is a detailed breakdown that will guide you through the format and use-cases of each Journey step used on both of our pre-boarding and onboarding templates.
Please keep in mind that some Journey step types may not be available in all Plans, however alternative suggestions are included.
The 4Cs of great onboarding
First impressions count, and no new joiner wants to arrive on that first day with a stack of paperwork to complete and without the necessary equipment or orientation. Therefore, you should have a process in place that quickly introduces your new hire to the team, the company, the culture, and makes them immediately feel like they belong.
Dr. Talya Bauer from the SHRM Foundation has identified the following 4 C's to create a successful onboarding program.
Compliance - is the lowest level and includes explaining basic legal and policy-related rules and regulations relevant to the business.
Clarification - refers to ensuring that new employees understand their new jobs and all related expectations and deliverables within the company.
Culture - is a broad category that includes providing all new employees with a sense of organisational norms— both formal and informal.
Connection - refers to the vital interpersonal relationships and information networks that new employees must establish to learn more about the company and best practices.
Pre-boarding Template (4Cs)
While pre-boarding falls under the onboarding umbrella, the pre-boarding process includes engaging with your candidate before they officially begin their first day on the job. Pre-boarding and onboarding essentially share the same purpose, however pre-boarding is often overlooked.
By maximising the time between your employee’s acceptance and their first day, you can motivate the employee and help them get acclimated to their new role.
Master Tip 1
Control the step release date by configuring each step to be only made available a pre-defined number of days before or after the new hire's start date i.e. Step 1, 2, and 3 are made available 15 days before the start date, while Step 4, 5 and 6 will be made available 7 days before the start date, and so on. That way, you will also have control over when and how much content your new hire needs to consume before beginning their new role in your company.
Master Tip 2
Add email notification recipients for each step that you create to inform relevant people or departments within your organisation on the new hire's progress and milestone i.e. Finance for payroll, IT for access credentials and equipment preparation or simply to inform key people in the company such as department heads, or the CEO.
Pre-boarding Journey Preview:
Template:
Pre-boarding intro | 4C Category: Culture | Text Step
Kick-off with an introductory message, upload your amazing logo banner or a photo of your office/vicinity/team in the header image above the introduction text box. The preview on the right shows exactly what your employees will see on the Qualee App.
Welcome Video | 4C Category: Connection | Text Step
Greet the new hire with a personal video, you may insert multimedia files i.e. video, audio, or a PDF file containing the welcome speech from your founders.
Working With Us | 4C Category: Culture | File Step
Share the company’s mission and values, tell your new hire how your company culture works, how you value diversity, inclusion, and instiling a sense of belonging. Attach a document containing a company brochure or a video that showcases your culture.
Company Policies | 4C Category: Clarification | File Step
Clarify various company policies, insert a PDF summary of your company policies, employee handbook, or any other relevant policies that employees need and must know.
Policy Quiz | 4C Category: Clarification | Quiz Step
Check for understanding with a short quiz. You may create custom questions and possible answers depending on your content.Headshot photo | 4C Category: Compliance | Headshot Photo Step
Request a profile picture, be it a professional headshot or a simple selfie, you have the control to approve or reject and request another one.Medical Certificate | 4C Category: Compliance | Upload File Step
Request employees to upload relevant documents i.e Medical certificates, tax forms, and any other information in a .JPEG, .PNG or .PDF file format.
Get To Know You | 4C Category: Connection | Text Step
Hint: Request completion of a new hire's bio, encourage new hires to introduce themselves based on their preferences.
ID Verification | 4C Category: Compliance | ID Verification Step
Verify the new hire’s identification. You can choose from three different ID types: National ID, Driver's License, or Passport. Qualee supports up to 2,000+ identification documents in over 200+ countries.
*Note: Compliance feature > I.D Verification + A.I Liveness check is required, alternatively, you can use an Upload File Step to collect IDs, however it will lack the advanced AI Liveness check
Equipment Preference | 4C Category: Compliance | Form Step
Request filling and signing of a form
*Note: Compliance feature > Forms required. Alternatively, you can use a 3rd party document management/e-form signing tool and re-direct employees to the 3rd party form by attaching the shareable link via the Step introduction box.
Feedback | 4C Category: Clarification | Survey Step
Collect preboarding feedback via a survey, ask questions pertinent to their pre-boarding experience, gather insights, and improve future processes based on their feedback.
Onboarding Template (4Cs)
Structured onboarding can be defined as a process used by organisations to improve employee productivity and efficiency in the early weeks and months of the employee lifecycle. This process provides guidance and assistance for new hires, so they don’t feel overwhelmed or left behind.
An employee’s onboarding experience sets the tone for their career within your company. As an HR professional or business leader, you want to ensure that you make each new hire feel welcome and well-oriented from day one.
Onboarding Journey Preview:
Template:
Buddy Intro | 4C Category: Connection | Text Step
Implement a buddy/mentor program for new hires.
An onboarding buddy is a current employee who serves as a new hire's support system through their onboarding experience. New employee onboarding buddies can assist their new hires in acclimating to the company and their specific roles.
Day 1 Schedule | 4C Category: Clarification | Text Step
Schedule meetings in the calendar, and instruct new hires to meet specific people within the organisation by going through the employee directory and setting up appointments with relevant people.Floor Plan | 4C Category: Clarification | File Step
Share a map of the workspace & surroundings in PDF file format. You may also attach a video or an external link whichever is available or works best for your company.
Equipment Delivery | 4C Category: Compliance | Form Step
Keep track of equipment with the acceptance form.
*Note: Compliance feature > Forms required. Alternatively, you can use a 3rd party document management/e-form signing tool and re-direct employees to the 3rd party form by attaching the shareable link via the Step introduction box.
Logins & Access | 4C Category: Compliance | Text Step
Provide login and badge collection details, you've already collected the employee's personal information and headshot photo during their preboarding, so you can use a Text step to provide next step instructions.
Your Role | 4C Category: Clarification | File Step
Set expectations and milestones, you may attach multimedia files, i.e. video, or PDF file of a typical employee milestone and growth ladder to demonstrate how and when employees themselves can achieve success in your company.
Meet your Team | 4C Category: Culture | Text Step
Introduce the new hire to their colleagues.
Week 1 Check-in | 4C Category: Connection | Text Step
Set up a Manager 1-on-1 meeting.
This step will only become available 1 week after the start date.Month 1 Feedback | 4C Category: Clarification | Survey Step
Collect onboarding feedback via a survey.
This step will only become available 1 month after the start date.
Month 3 Feedback | 4C Category: Clarification | Survey Step
Collect onboarding feedback via a survey.
This step will only become available 3 months after the start date.
EXTRA: Offboarding Template
Offboarding ensures that all loose ends are addressed for each departing employee. This way companies know every base is covered and departing employees can leave without worrying about having to return for things like returning an access pass or resolving issues with their final paycheque.
Investing in the process of smoothly ending the relationship with former employees will not only ensure that your logistics are secure but will also help improve existing employee retention rates and decrease employee turnover.
If your current employees know you care about them from the moment they are hired all the way until their farewell party, they will feel that the company is fully invested in them which fosters loyalty and can contribute to decreasing employee attrition.
Offboarding Journey Preview:
Template:
Off-boarding Intro | Text Step
Deliver a step-by-step guideline and checklist to your departing employees through a series of steps. Beginning with an introduction to the off-boarding process and a remarkable experience that can make them a future ambassador of your company.
Resignation Letter | Upload File Step
Request employees to upload a copy of their resignation letter through a file upload step.
Exit Communication | Text Step
Schedule a discussion with the HR department to discuss exit documentation, finalise the last working day, and last payroll date. Provide employees instructions or a link to schedule a meeting with the HR department.Exit Clearance | File Step
Attach a clearance form file and request employees to download and physically complete the checklist accordingly.
Knowledge Transfer | Text Step
Get departing staff to communicate knowledge transfer with their immediate line manager and whoever is temporarily or permanently taking on the vacating role.
Exit Survey | Survey Step
Collect feedback from your departing employee by asking the right questions that include: Reason for leaving, overall experience, work culture, professional goals, and recommendations.
Exit Interview | Text Step
Schedule a meeting where your HR department and relevant Management can sit down and interview the departing employee based on the Exit Survey answers provided. Provide employees instructions or a link to schedule a meeting with the relevant people.
Non-Compete | Form Step
Have employees sign an NDA or Non-Compete Forms directly via the mobile app, attached is an overview of how the actual e-Forms and Signatures work in Qualee.
*Note: Compliance feature > Forms required. Alternatively, you can use a 3rd party document management/e-form signing tool and re-direct employees to the 3rd party form by attaching the shareable link via the Step introduction box.
Upload Clearance | File Upload Step
As per instructions provided in Step 4, request an employee to upload a photocopy of the accomplished exit clearance form to attach the record in your Qualee environment.
Thank You! | Text Step
Bid your goodbyes and finish off by saying "thank you". If appropriate, share that the departing employee will always be welcome should they decide to come back.
Should you need help in designing a custom journey that best suites your unique processes, Qualee also offers consultancy services. Please email us at [email protected] or reach out to your dedicated Client Success Manager.
Thank you!