Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding subscription tiers
Note: onboarding records can only be managed by users with Super Admin level permissions.
In this article, we will cover how a user with Super Admin level permissions can manage an employee's onboarding record.
Commonly referred to as an employee's "profile," an employee's onboarding record is where all the collected information on an employee is stored. The Onboarding Record is comprised of 5 sections: Public, Admin, Tasks, Documents, and Feedback.
To start, navigate to an employee's onboarding record by clicking on the People tab from your navigational bar and searching the resulting list for the employee. Alternatively, you can also use the search feature at the top of the page by clicking on the magnifying glass icon and typing in the person's name.
The Public portion of an employee's onboarding record (except private fields) is the only portion visible to other employees in your organization.
From the Public panel, you can edit an employee's start date (which would subsequently update any task due date), alter public and private information fields, assign a manager, and input education. To make changes in any of these panels, click Edit in the appropriate panel and make any desired changes. When finished, click Save.
Note: The employee attached to the onboarding record can also edit public and certain private information fields.
From the Admin panel of an employee's onboarding record, you can view default and custom roles assigned to the employee, and view a list of users with permissions to view information about the employee.
Edit the employee's status by clicking on Edit in the Employment Status panel and use the subsequent drop-down menu to select a new employment status. When you have finished, click Save.
Additionally, you can send the employee's information to ADP, and resend New Hire emails like "Your Next Steps" or "Welcome to the Team" by clicking on the corresponding button.
To delete the onboarding record entirely, click Delete Profile.
From the Tasks tab, you will be able to see information regarding the status of assigned and not yet assigned tasks for the employee.
Add to the list of tasks by either clicking on Create a New Task or Add an Existing Task.
From the Documents tab, you can see the status of pending documents and cancel any documents that are currently assigned to the employee. To cancel an assigned document, navigate to the document's row and click on the ellipsis under the Action column. Click on Cancel.
To request signatures from the employee, click Request Signature and from the subsequent dialog box, choose a preexisting e-signature template, and fill in any additional detail. When finished, click Request Signatures.
If you need to upload documents directly from your computer, click Add Document.
From the Feedback tab, you can view information about all feedback questions that have been or will be assigned to the employee. This information includes: Feedback Question, Ask Date, Response, and any Comments left by the employee.