The Onboarding Workflow in HRStop is designed to provide a structured and engaging introduction to your organization for new employees. This feature allows Super Admins/Admins to configure customized workflows based on department, designation, location, or entity, ensuring that each employee gets a relevant and meaningful onboarding experience.
Why Configure an Onboarding Workflow?
- Offer a personalized onboarding journey
- Automate task assignment and document collection
- Ensure compliance with company policies
- Set expectations and introduce the company culture
Steps to Configure an Onboarding Workflow
1. Access the Onboarding Module
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Navigate to:
Control Panel → Employee → Onboarding
2. Create a New Workflow
- Click on the +Create Workflow button in the Onboarding Workflow dropdown (top-right).
- A new configuration page will open.
3. Enter Workflow Details
- Title: Enter a name for the workflow
- Description: Describe the purpose of the onboarding
- Department / Designation / Location / Entity: Choose specific filters or keep them as “All” for a global workflow
- Default Buddy: Assign a manager, HOD, or any specific employee to guide the new hire during onboarding
Note: If a buddy is not selected by name, the system automatically assigns the reporting manager or their superior.
Click Save to move to the next step.
Configuring Onboarding Steps
After saving the basic workflow setup, you can begin creating step-by-step onboarding procedures.
Step 1: Introduction
- Add a welcome message, images, videos, or documents
- Use the built-in content editor to format the welcome step
Step 2: Employee Info
- Enter the Title, Description, and Duration (in days)
- Select who the step is applicable to (Employee / Admin / Manager / etc.)
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Choose the type:
- Sequential – Step must be completed to move to the next
- Independent – Steps can be completed in any order
- Add personal information fields (e.g., address, contact number, etc.)
Adding More Steps
Click “Add New Step” to include additional onboarding requirements. Here are common step types and what you can configure:
Documents
- Request upload of ID proof, resume, experience letters, etc.
- Allow employees to mark documents as Not Applicable
Bank Details / Education / Emergency Info
- Create separate steps for capturing financial and personal data
Surveys
- Select and trigger surveys created in the system
Policy Acknowledgement
- Assign policies the employee must read and acknowledge
Custom Forms
- Add existing forms that employees must complete
Document Templates
- Generate documents dynamically based on entered data (e.g., offer letters)
To-dos
- Assign specific onboarding tasks (e.g., system access, ID card collection)
View Documents
- Allow admins or buddies to view documents uploaded by employees
Preview the Workflow
Once all steps are configured, use the Preview button to:
- View how the workflow will appear to the employee
- See the welcome message, buddy details, and pending tasks
- Confirm all configurations are accurate
Tips
- Customize workflows for different roles, departments, or locations
- Use sequential steps to maintain process order
- Assign a buddy to offer real-time support
- Use document templates to automate HR paperwork
Conclusion
The Onboarding Workflow in HRStop empowers admins to create a seamless, informative, and engaging experience for new hires. By customizing workflows and tasks, you can ensure every new team member starts off informed, aligned, and connected to your company values.