Complete Guide to Automating Your Employee Onboarding Process with Process Street | Process Street

employee onboarding process guide

Our very personal Blake Thorne, Process Street‘s Senior Product Marketing Manager, walks us through a demo of an employee onboarding workflow we’ve constructed utilizing Process Street.

He covers all you want from how an HR crew may use Process Street to take a brand new rent from signing the supply letter, all through setup, orientation, paperwork, and system updates; mainly, the whole lot that wants to be finished to think about them totally onboarded.

This article is predicated on the Complete Guide to an Employee Onboarding Process (Process Street Full Demo) video. If you need to see Blake stroll by way of the entire course of in full, test it out right here:

Walking by way of our worker onboarding workflow

Here’s an outline of the entire onboarding course of that we’ll be strolling you thru on this article:

  • Meet Bob Smith, your new rent!
  • Customization: The sky’s the restrict
  • Embedded content: Provide context & standardize coaching
  • Task & role assignments: Collaborate with crew throughout onboarding
  • Conditional logic: Create versatile workflows that adapt to your workers’ wants
  • Process Street Slack app: Bring your workflows to the place your crew is working
  • DocuSign + Process Street Integration: Send out paperwork for signing routinely
  • Email widget: Add pre-written emails into your workflow runs
  • Email & Slack notifications: Get notified wherever you might be
  • Approvals: Streamline authorization
  • Wrapping up: Bob’s first day

Meet Bob Smith, your new rent!

process street employee onboarding process example

Let’s say this worker is Bob Smith. I’ll kind “Bob Smith” because the identify of the Workflow run, click on “Run workflow”, and we’ll see the Workflow run. This is what it seems like to begin a brand new Workflow run manually.

Another possibility is to begin these routinely. That could be primarily based on the actions occurring in different functions. So, we may have an integration, for instance, in our candidate monitoring system, like Greenhouse, and have our Workflow run kick off as quickly because the supply is accepted. Then my crew can get a notification that we’ve got a brand new rent to onboard and it exhibits us what duties to full.

Customization: The sky’s the restrict

So, right here we at the moment are in our energetic Workflow run and that is beginning the onboarding course of for Bob Smith.

employee onboarding process street workflow example

On the left facet right here, you may see all of the completely different course of steps. This is the whole lot we’ve written out and designed within the Workflow. On the proper, you’ll see all the data and knowledge for the actual step that you just’re on. This could be tutorial content material, like textual content, pictures, and video; it may be interactive stuff, like form fields to fill in; it might probably even be interactive content material; it might probably have distinctive knowledge pulling in and updating primarily based on different programs and different exercise occurring. Really the sky’s the restrict right here.

Obviously, onboarding is slightly completely different for each firm. So, it’s value saying that the whole lot you’ll see in right here is tremendous customizable. We hope you see issues that look instantly related in your firm, but in addition encourage you to use your creativeness. I’m positive something in your course of could be constructed into Process Street, and there’s a purpose that onboarding is our hottest use case.

And all of that is very easy for the Workflow creators to arrange. Since we’re a no-code platform, you may simply drag and drop.

quotes

“We’ve never met an onboarding process that we can’t build in Process Street.”

Embedded content material: Provide context & standardize coaching

process street employee onboarding screenshot

Let’s say I’m the HR supervisor kicking this off. I can see we’ve acquired a video right here from our VP of HR. By having content material embedded instantly within the course of, Intercorp doesn’t have to individually prepare every HR onboarding member to use the Workflow and drive the method. All the coaching and context is true in entrance of them as they do the work.

Task & function assignments: Collaborate with crew throughout onboarding

Notice I’ll now assign individuals to handle the onboarding course of. I’m going to choose myself because the Onboarding Lead, and spot after I do this, on the left, my face now seems subsequent to all these steps that I’m now chargeable for. So, it’s doing a little assigning in opposition to these duties primarily based on me being on this new role now.

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process street task assignments example

I’ll additionally go forward and choose Jalen Washington because the HR director, and Will Carter as our IT specialist, they usually’ll pop up on some tasks assignments as properly.

Again, if we wished, we may have these roles and assignments populated routinely as quickly because the Workflow run kicks off. This may very well be primarily based on various things, like who’s on the crew, who’s in numerous teams, what knowledge is coming in from completely different integrations; there’s a bunch of various methods to do that.

Autofill info to save time & scale back human error

process street autofill automation example

We’ve used an integration to push knowledge concerning the new worker from the recruiting platform to Process Street. So, we’ve already acquired our data right here crammed in.

I can look in, be taught concerning the worker, edit or make corrections if we’ve got a element fallacious, however that is going to give me among the particulars about our new rent.

I’m truly going to check out the beginning date and alter it. Let’s decide a begin date a couple of month sooner or later, and also you’ll discover that each one the duty due dates change relative to the beginning date I simply chosen. So, you may set static dates to at all times occur – for instance, in every week out or so – or you may set particular dates if in case you have one thing that you really want finished on December 1st, for instance.

process street due dates example

Also, discover how throughout the contract that we’ve despatched over, we’ve acquired some data already crammed into the contract right here. This is as a result of our integration permits us to cross knowledge backwards and forwards. This is all variable knowledge primarily based on what we’re sending in from Process Street.

So, you’ll discover as we undergo this, a theme is: no person’s copy/pasting. We’ve dramatically elevated velocity and minimize down on our room for error simply by permitting knowledge to move by way of from system to system securely. We’re constructing out a streamlined course of and the people within the loop are doing as little as doable, and we’re ready to create quite a lot of effectivity that manner.

Conditional logic: Create versatile workflows that adapt to your workers’ wants

process street conditional logic example

Now, I’m going to choose Bob’s work area, and right here’s the place Process Street’s conditional logic is available in to routinely present solely the related content material.

Notice how as I choose completely different choices right here below “Region of employment”, steps in my Workflow change. This is how we’ve got an intro to North America Intercorp additional out in our onboarding; as a result of I chosen North America, and also you’ll see the identical with Europe and Asia.

process street conditional logic example 2

What this actually lets me do is guarantee Bob is offered with the right onboarding expertise relevant to his area. This lets me construct an general expertise that’s versatile sufficient to adapt to several types of new hires, all with out me having to preserve a separate Workflow for these completely different areas.

You’ll additionally see the content material instantly under my regional choice has modified right here. And so that is gonna immediate me to make some additional selections like workplace task and crew task. I’m going to choose that the brand new worker, Bob, is working from North America, in our Toronto workplace, and put him with me on the HR crew.

Process Street Slack app: Bring your workflows to the place your crew is working

process street slack app

All of that is out there to undergo these duties in our Slack app and in addition in electronic mail.

So, you may get notifications in Slack and electronic mail when you could have duties assigned to you, and more often than not, you may also undergo the work, full duties and fill issues out, all with out leaving Slack or your electronic mail consumer. We need to make it tremendous simple for people to get by way of their work wherever is most handy for them.

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DocuSign + Process Street Integration: Send out paperwork for signing routinely

For this subsequent job, we’re going to ship Bob a contract utilizing our native integration with DocuSign. All I want to do to make this occur is full this job and our DocuSign automation goes to do the remainder of the work behind the scenes populating the doc with the proper data and sending the settlement over to the brand new worker.

process street docusign integration example

Now, I can truly leap over to my electronic mail tab and present what that is gonna appear like for Bob.

Bob goes to get an electronic mail – it’s come by way of from DocuSign – and I can go forward and click on “Review documents”, click on “Continue”, and now I’m trying on the contract in DocuSign. This is what Bob would see.

process street docusign integration example 2

This could be any sort of contract, settlement, or no matter you’d need to ship utilizing DocuSign. You can do that as soon as, a dozen occasions, or ship them to completely different events; it’s actually versatile in that no matter DocuSign can do, you’re ready to configure within Process Street to kick that off.

Email widget: Add pre-written emails into your workflow runs

Now, we’re sending Bob a welcome electronic mail and asking him to make some alternatives for us. He’s gonna choose a pc and cellular phone.

process street email widget example

You can see, we’ve acquired an electronic mail right here, pre-written and prepared to go, and we’ve even acquired some dynamic knowledge pulled into right here (Bob’s begin day, electronic mail handle, and identify). So, all we’ve got to do is click on “Send” and that may open up the e-mail browser in a brand new tab and I can ship that out straight away. And if I wished to regulate one thing or edit it, I can do this too.

And since Bob is somebody who’s by no means seen Process Street, by no means created an account, and simply clicking the hyperlink that you just despatched over to them, he’s going to see solely the step within the Workflow that we wish him to proper now. He doesn’t see any of the opposite steps in our Workflow.

process street guest user experience example

We’ve solely made this one job out there to him by way of this hyperlink, so he can are available and we will get any of the introductory content material we wish. It’s very easy, actually intuitive for him to are available and see what he wants to do. We’ve requested him to make some tools alternatives for our IT crew to get him arrange and prepared to go earlier than his first day.

Email & Slack notifications: Get notified wherever you might be

process street slack notification example

In this subsequent job, we will see that Will – our IT specialist – has now been notified of the brand new worker tools alternatives. He acquired this job as a notification in his electronic mail, Slack, and Process Street, so he’s going to put together the tools for the brand new worker.

Approvals: Streamline authorization

As quickly as Will completes that job, our director of HR, Jalen Washington, is notified that he wants to are available, do some evaluations, and approve some necessary duties.

process street approvals example

Approvals are a giant a part of Process Street. So, you may see right here we’ve acquired some approval mechanics constructed proper into this job.

So, Jalen can approve or reject these one after the other, he can reject them with feedback, and click on into them if he desires more element on the particular job. Basically, that is placing these duties in entrance of our approver and asking him to undergo and approve or reject them.

He can even approve or reject with feedback in bulk. So, on a job the place you could have just a few completely different Approvals being requested directly, he can have a look and approve all of them.

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He may additionally undergo and do these Approvals utilizing the Slack app or from inside his electronic mail consumer.

Wrapping up: Bob’s first day

If you bear in mind just a few steps again, Bob was a visitor member in our account. Now he’s on the crew as a full member. That means he can now begin getting these duties in his electronic mail and Slack app as properly.

process street employee onboarding workflow example 02

And now, to begin off our Day 1 onboarding, Bob is being welcomed to the crew and offered with just a few onboarding movies from our management. So, Bob can undergo, watch these movies, get an excellent orientation to the corporate, and obtain our worker handbook. This is a PDF linked right here, but it surely may very well be any kind of file that you want to attach.

Then, Bob is assigned to a job asking him to schedule and meet with the group chief for his crew, and spot how the steering on this step prompts Bob with info on his work area and the group later particular to his crew.

Overall, a theme you’ll discover right here is we’re not solely creating a greater onboarding expertise for all these completely different individuals within the course of, we’re creating a greater file of what’s occurring in your group, you’re making a wealthy audit path of the method. So, in case you want to look into it afterward, enhance issues, one thing comes up and also you want proof of one thing that occurred at a particular time, you could have entry to that.

quotes

“You’ve done a lot more than just send them a packet or an email with a bunch of attachments. You’ve got a really rich audit trail for this whole process.”

Welcome to the crew, Bob!

The subsequent step will ship a Slack message informing everybody that Bob has accomplished his onboarding.

All I want to do is click on “Complete” and Process Street’s automation goes to talk with Slack and routinely publish a message to our channel in Intercorp, letting people know that Bob’s onboarding is full and he’s a part of the crew.

process street slack integration example

Round of applause for Bob and all the oldsters who introduced him on by way of this course of! 🎉

Process Street library: Where your workflows reside

Process Street library

Our Process Street library is the place all of your workflows reside.

We even have a free information base product known as Pages. Those could be saved right here too, and all of your workflows and pages could be organized into folders.

Process Street Pages example

Workflow vs. Workflow run

You can consider the Workflow because the blueprint in your course of. This is the place you design the completely different steps after which every new occasion of somebody working by way of this Workflow known as a Workflow run; that’s their distinctive copy of the Workflow.

What’s cool about having this mannequin of our Workflow and Workflow run is you may push updates and modifications to the grasp course of blueprint to your Workflow at any time, and people modifications shall be there each time you kick off a brand new occasion of a Workflow run.

You may even replace Workflow runs which might be already in progress, which can be actually cool. That means you don’t want to fear about getting your course of completely excellent so as to launch it. You can get one thing up and working as individuals undergo it and execute on that course of. You’re gonna be taught other ways to enhance it over time by delivery small modifications and updating it as you be taught, and as you get more sources to spend time bettering your course of.

What did you consider our worker onboarding course of? Let us know within the feedback under!

Jerry Gordon

About Jerry Gordon

Webmaster, nature and tech lover. Jerry manages the day-to-day operations at DigiToolsadvisor. He loves enjoying his free time, but most of all, trying new tools to master.