Greenhouse Onboarding: Organizing Templates

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What's a Template?

A template is composed of three parts:

  • Template - The template will contain all the of the lists and tasks that need to be completed for a specific workflow type.
  • List - Lists live within Templates, and contain the different tasks that need to be completed. A list can be assigned to a single person, or each task within in a list can be assigned to a different person.
  • Tasks - Tasks are the individual items that need to be completed by employees. Tasks can be assigned to one employee, and will inherit the due date of the list they are on. 


Organizing Templates:

Before you begin building out a template you'll want to decide how to organize your templates. This will help you identify how many templates you will need to create. Depending on your company and your current process there are a few ways you can organize your templates. 

At minimum you will always have two types of templates, an onboarding template for new employees, and an offboarding template for terminated employees.

Suggestion: We recommend creating one template that contains all universal tasks. If a new employee always has to bring their SSN card on the first day regardless of their employment type, location, or department, then that task would live on the universal template. 


  • By Employment Type: This is the most common way to divide different templates. For example you can have one template for Part-Time, one for Full-Time, one for Contractors, and one for Interns. Each template will contain tasks that are specific to onboarding or offboarding an employee of that type. 
  • By Location: Tasks may be assigned to different people depending on what office they are starting at. For example if all Full Time employees are taken out to lunch during their first week, the person who is responsible for setting up that lunch may change from office to office. If this is the case, you'll want to create different templates for different locations.  
    • You can combine this with Employment type and make a template called Full Time - San Francisco as an example. 
  • By Department: Different departments may have different tasks for an employee that is being offboarded or onboarded. For example, an Engineer may be required to pair program for 2 days during their first week. In this example, you would create a template just for Engineers.
    • Remember, you can apply as many templates as needed when onboarding or offboarding an employee. Using the above example you could apply an Engineering template and a Full Time template to the employee so they go through all the processes they need to. 



Next Steps: Once you've decided how to organize your templates it's time to create them! 

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