Preboarding is a stage before onboarding when new employees familiarize themselves with the organization and participate in resolving certain administrative matters prior to their first working day. Preboarding is the period of time between an employee accepting their job offer and their first day.
✨ During preboarding, the future employee independently fills in fields with their personal data. At this stage, the employee doesn't have access to the company's system yet. Instead, they receive an email with a link, which they can use to fill in the necessary information in the browser.
✨ Personas involved in using these Preboarding forms include HR personnel responsible for creating the form and managing employees, and the employees themselves who fill out the Preboarding form.
Advantages of using the Preboarding forms:
Preboarding forms automatically transfer all the gathered information to the employee's profile.
Preboarding forms automate processes like triggering workflows and assigning tasks, leading to time and resource savings for HR teams, who can then concentrate on other crucial onboarding tasks.
Preboarding forms help organizations handle important bureaucratic details before a new hire's first day, making the onboarding process more organized and efficient.
Preboarding enables the creation of multiple customized processes for various departments and locations, offering enhanced flexibility and personalization.
Access Preboarding configuration
To begin, navigate to "Settings" and select "Forms." Click the "Add" button, then choose "Preboarding" to start customizing the form.
Exploring the Preboarding form:
The Preboarding form is designed with four customizable blocks to cater to your company's unique needs:
1. Details block: In this section, you can customize the form by providing a descriptive name, optional description, email subject, email content, and optional workflow selection.
2. Welcome block: Express gratitude for the new hire joining the company with a warm heading.
3. Sections block: This is where you can create multiple sections with various employee fields or documents. You can make certain fields mandatory, ensuring vital information is captured accurately.
4. Final block: The last section the employee will see after completing all fields. In this section, you can express gratitude for their cooperation, and provide additional content in the Description field, such as text, images, GIFs, or videos. Include relevant links or information you'd like the employee to review.
By completing each block step by step, you can ensure a seamless Preboarding experience for your new hires.
Configuring the Details Block
In the Details block of the Preboarding form, you can personalize the preboarding process according to your specific requirements. Here's what you can customize:
Name the Preboarding Form: Provide a descriptive name for the Preboarding process, making it easy to identify its purpose and scope.
Optional Description: Add an optional description to provide further context about who the Preboarding will affect or any additional information.
Email Template section: Fill in the Email subject and Email content. This will be the first thing the employee sees in the email they receive. Customize the content by adding links, pictures, or uploading files.
Workflow selection: Optionally, select a workflow from the drop-down menu that will be triggered upon completing the Preboarding form. You can choose multiple workflows to automate various processes. Configuring the Details block for Preboarding:
Once the Details block is configured, click the ''Next'' button to proceed to the Welcome block, where you can create a welcoming message and provide further guidance.
This is how it looks in the employee`s email:
Configuring the Welcome block
After configuring the Details block, proceed to the Welcome block. In this section, express gratitude for joining our company with a warm heading. Provide the employee with the following steps to follow, which may include completing the necessary documents or exploring the company culture on the website. Enhance the Welcome block by adding a personalized cover photo, such as the company logo or any other image representing your organization.
Here's how the employee sees it:
Configuring the Sections block
In the "Sections" tab of the Preboarding form, you can create multiple sections with different employee fields or documents, allowing for comprehensive data collection and personalization. The information gathered may include:
1. Personal data, such as contact details, and gender.
2. Important employee contacts, like emergency contacts or next of kin.
3. Required additional documents, such as identification, certifications, or licenses.
4. Workplace preferences, including department preferences or preferred working hours.
5. Equipment preferences for work, like technology requirements or office setup preferences.
6. Special notes for health-related information, such as allergies or medical conditions.
By making certain fields mandatory, you can ensure that employees provide essential information during the preboarding process.
Creating sections and adding fields
To create a new section in the Preboarding form, follow these steps:
In the Sections widget click the "Add" button to create a new section.
Choose an emoji to represent the section and provide a name for it. You can also add an optional description to provide further context if needed.
Add employee fields or documents to the newly created section based on the information you want to collect from the employees during the preboarding process.
For any fields that are mandatory, mark them as "Required." This ensures that employees must fill in these essential fields to proceed with the preboarding process.
Once the Sections block is configured, click the ''Next'' button to proceed to the Final block.
Here is an example of how the Sections block appears after being sent to a newly hired employee:
Configuring the Final block
The Final block is the last section the employee will see after completing all the fields in the Preboarding form. In this section, you have the flexibility to include an emoji and a heading expressing gratitude for their cooperation. Moreover, you can provide additional content in the Description field, such as text, images, GIFs, or even videos, to enhance their preboarding experience. Additionally, include relevant links or information that you'd like the employee to review. Once the employee completes the form, all the provided information will automatically transfer to their profile.
This is the page the employee will see at the end of the process.
Setting up automatic delivery of the Preboarding form to employees
To ensure that the Preboarding form is automatically sent to employees for completion, follow these steps:
During the creation of the New hire form, locate and select the "Preboarding Form" field.
Choose the specific Preboarding form that you want to associate with this hiring process. This form will be automatically sent to the newly hired employee.
Once a new employee is added to the system, the selected Preboarding form will be automatically sent to their email address.
The email notification will include a direct link to the chosen Preboarding form, allowing the employee to access and complete it online.
This automation streamlines the preboarding process, making it convenient for both the employee and the responsible person handling the hiring process.
For instance, if you're creating a hiring form for employees from Spain, you can select the appropriate Preboarding form that has been tailored for new employees within the Spanish divisions. This ensures that the relevant information is collected from the employee according to their location and role.
For more information on creating New hire forms, please follow this link.
Conclusion
By leveraging Preboarding forms, organizations can optimize their onboarding processes, making it a seamless and engaging experience for new hires. The advantages of using Preboarding forms, such as streamlined data management, time savings, and personalization, contribute to a positive and lasting impression on new employees.
For further guidance, you can access our video tutorial here.