Onboarding (Receiving staff) — User Guide

Module: HR Profile
Audience: HR staff, hiring coordinators, line managers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Receiving staff (onboarding) is where you welcome new employees into HR processes: a configurable checklist, equipment allocation, and training assignment. Each employee moves through reception until their progress reaches 100%.

The sidebar menu may also show Onboarding template in some translations; the working screen is HR Profile → Receiving staff.

Prerequisites

• View list: Receiving staff → View (or View own to see only your team's receptions).
• Add receptions: Receiving staff → Create.
• Edit checklists and assets: Receiving staff → Edit.
• Delete receptions: Receiving staff → Delete.
• Configure default checklist: HR Profile → Settings → Reception staff tab (requires Settings access).
• The employee must already exist as an active staff login and must not already be on the reception list.
• For training assignment, the employee should have a job position on their HR record.

Step-by-step: Configure the onboarding template (one-time)

1. Go to HR Profile → Settings.
2. Open the Reception staff tab.
3. Under Reception information, define checklist groups (titles) and sub-items (tasks). Use + / − to add or remove rows.
4. Under Property allocation, list default equipment items (laptop, phone, etc.).
5. Under Training, choose the default type of training used when adding new receptions.
6. Save.

Expected result: New receptions will pre-fill from this template. Existing in-progress receptions are not changed.

Step-by-step: Start onboarding for an employee

1. Go to HR Profile → Receiving staff.
2. Click Add reception.
3. Select the employee (only staff not already on the list appear).
4. Review or adjust the checklist groups and tasks.
5. Review or adjust property items to allocate.
6. Choose type of training (if shown) and a training program (required).
7. Click Submit.

Expected result: The employee appears in the reception list with progress at 0% (or partial if template items were already satisfied). If they have an email and job position, they may receive training links by email and in-app notification.

Step-by-step: Track and complete onboarding

1. On the reception list, locate the employee.
2. Open View from the row menu.
3. In the side panel:
   • Check off checklist items as each task is done.
   • Mark property items when issued to the employee; add or remove assets as needed.
   • Review training status and scores when a program was assigned.
4. Close the panel; the list completion % updates automatically.

Expected result: Progress reaches 100% when all checklist groups, assets, training minimum score, and required profile fields (if configured) are complete.

Step-by-step: Remove an employee from onboarding

1. On the reception list, open row options → Delete.
2. Confirm.

Expected result: The reception record and related checklist, asset, and training allocation rows for that onboarding are removed. The staff login remains.

Field reference (add reception modal)

Common issues

Related features

• Dashboard — lists staff with incomplete onboarding
• HR Records — employee master data and job position
• Training — programs assigned during reception
• Settings → Reception staff — global onboarding template