1. Click the Home menu.
2. In the Employee Onboarding section, click the Add button.
3. In the Basic Information page, enter the following:
   • Personal email.
   • First name.
   • Last name.
4. Click the Continue button.
5. In the Employment Details page, enter the following:

   • Will this employee fill an existing vacant position?

     Important

     Users on the Platinum and Employment Unlimited plans can choose to fill a vacant position with the employee being onboarded. Doing this will remove the vacant position from the Vacant Positions page.

   • Location.
   • Province of employment (For tax purposes).
   • Employee code.
   • Employment type.
   • Start date.
   • System access date.
   • Job title.

   • Industry standard job title.

     Helpful Hint

     Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.

   • Probation length (optional).
   • Primary manager (optional).
   • Secondary manager (optional).
   • Groups (optional).
6. Select if you want to trigger onboarding checklists for the employee.
7. Click the Continue button.
8. In the Pay Details screen, choose between Salary (Annum) or Hourly Pay.
9. Enter the Full-time equivalent salary in the Compensation rate (100%) field. Do not worry, this will not be the salary used, but is there to help you accurately calculate the pro-rata salary.

10. Then, enter the following:

    • Actual weekly hours (the amount that the employee will work in a week as a part-time employee)
    • Full-time equivalent weekly hours (the amount that the employee would work if they were a full-time employee)

    Once these are input, the Effective Pay Rate is automatically calculated with a pro-rata salary based on the data provided. Any value that is in this field will be saved as the employee's salary. If you wish to use a different value, simply input the desired salary in this input, and the calculator will correct the Pay Rate 100% field.

    Helpful Hint

    You have the option to enter the units as days, bi-weekly, month, or per annum.

11. Enter the Effective Pay Rate.

    Helpful Hint

    The effective pay rate will be the salary amount used across the platform.

12. Select whether the Employee is paid irregularly or pay employee their normal working hours by default.
13. Enter the following:
    • Ordinary work day (add in number of hours)
    • Vacation pay percentage
    • Income type (optional)
    • Schedule (optional)
    • Cost centre (optional)
    • Additional cost centres (optional)
    • Vacation pay method
14. If you wish to add benefits, click on the Add Benefit button.
15. Do not add employee to payroll: This will prevent the employee from being added to payroll.- Check this box if you do NOT want to include the employee in your pay runs and payroll.
16. Click the Finish button.

Follow the steps 1 to 15 from the Getting started section above, then, you can click the Issue Contract button in Pay Details, left of the Finish button.

• Click the Actions button for the contract you need.

• Click the Select button.

  Helpful Hint

  You can only send one contract during onboarding, but you will get the option to upload supporting documents, such as a job description, on the next screen. Additional contracts can be issued using the HR Documents feature.

• In the Draft Contract page, make the required changes to the contract.
• Click the Continue button.
• In the Finalize Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.

• Put your signature on the Sign your signature field.

  Helpful Hint

  To sign, you can:

  • Use your mouse to draw your signature; or
  • Click the button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
• Click the Upload document button if you want to upload additional documents, such as a job description.
• You now have three actions you can take:
  1. Email the document to the employee:
     • Click the Email circle button.
     • Review the email message you are sending to the employee.
     • Click the Email document button.
  2. Print a copy of the document:
     • Click the Hard copy circle button.
     • Click the Print document button.
  3. Save the document as a draft:
     • Click the Save As Draft button.

1. Click the Home menu.
2. Click the button for the employee you need to remind.

Helpful Hint

You can also go to the Settings, and click the Onboarding & Offboarding Checklists submenu. Click the Add Task button, or you can choose a task from the list of tasks already created, then click on the Action button to edit it and resend a notification to the employee.

1. Click the Home menu.
2. Click the button for the employee you need to re-invite.
3. Click the Re-send Invite button.

1. Click the Home menu.
2. Click the button who needs to resume onboarding.
3. Click the Resume Onboarding button.

1. Click the Home menu.
2. Click the button for the employee whose file you want to view.
3. Click the View Employee File button.

1. Click the Home menu.
2. Click the button for the employee whose file you want to delete.

3. Click the Delete Employee button.

   Helpful Hint

   Deleting an onboarded employee will bypass the off-boarding process. Use the Delete Employee button primarily for cases where you have made a mistake with the onboarding application process.

4. Type the employee's name.
5. Click the Yes, delete file button.

1. Select the Compliance menu.
2. Select the Employee's name.
3. Go to the Template Library.
4. Click on Add Document
5. Select Add Template.

6. The following options are available:

   Template Name

   Signature logic

   Template Type

   Template editor (basic or advanced)

   Countries (Optional)

7. If you choose to filter by Template types, the following options are already available:

   Template type - Allows you to specify the type of document, such as:

   Casual Employment contract

   Employment contracts

   Factsheet

   Fixed-term Employment contract

   Full-time Employment contract

   HR document

   Knowledge base

   Offer Letter

   Offer Letter With Sender Signature

   Offer Letter With Signature

   Other HR documents

   Part-time Employment contract

   Policy

   Template source - EH template, My template

   Countries: Allows you to specify the region in which the document can be assigned (Canada, All).

8. Select Save.

For the following example, we will be using the Basic editor. Within the editor, you can place different components, such as employee, manager, and organization details. Simply drag the items you would like added to the document from the list of fields.
In this example, we require the sender and recipient of the document to sign this. We will drag the Recipient Signature and Sender Signature into the document.

1. Click on the People menu.
2. Select the Employees List submenu.
3. Select the employee you would like to assign the document to.
4. Go to the Documents tab.
5. Click on Documents between Certifications and Policies.
6. Click on Add Document
7. Select Issue HR Document
8. Locate the document you would like to assign, select the three-dot drop-down menu, then click Select.
9. Preview the document, then select Continue.
10. Confirm that you have read the disclaimer, then select Email Document to notify the employee of the document.
11. Select Save at the bottom of the page.