Has anyone made their new hire paperwork electronic, and part of their preboarding program to allow

We'd like to look at making our new hire paperwork electronic and included in preboarding program tasks. Right now we send out an email with a paperwork packet attached, and the new hire has to download, print, fill out, and scan back their paperwork. Is there an easy way to allow paperwork to be filled out through the preboarding program through tasks, that our team can then download? We want the option for candidates to fill out everything online as printing and scanning back is antiquated. Has anyone done this?

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sneedham

Kristina - we are using transition management to eliminate the current paper process.

lwettack

We are working on this currently. We are doing it through the Transition Management Platform. Haven't launched yet but heavily testing and it works well so far.

unknown

Hi Kristina,

Check out our webinar on Transition Management if you have time. If you have specific questions that aren't answered please let me know and I can arrange a call with one of our HCM consultants:

https://www.youtube.com/watch?v=OOuYN-vaQ3o&t=69s

Jake Michael

jmichael@intellias.net

karen-mackenzie

Hi Kristina!

Benchmark has set up at least some of this using Transition Management as well (the items that were common across the entire US). We would still like to go back and pull in the site-by-site stuff and get those set up as tasks based on location as well, but Transition Management worked great for us. We're also using the Tracker I-9 product, and it's pretty seamless between TA, TM and that I-9 vendor. The hardest thing for us was figuring out what needed to be done pre-hire (Preboarding) and what needed to be done post-hire (Onboarding). We didn't get it right and have some cleanup to do there as well. The nice thing is that the tasks don't have to be for the candidate / employee - can also be for the leader or HR!

Hope that helps! Good luck

christopher-nola

It was probably the consultant's fault....wink.....wink. Howdy Karen!

karen-mackenzie

Christopher made it all happen! (and it was definitely us not being able to define our requirements...for not knowing what we were doing, it turned out darn well!)

unknown

Thank you for the feedback! We hope to be able to do some of this in 2022 so we appreciate the response.

olga-evseeva

Good day,

We are setting up the transition forms for our onboarding process. There are documents that are only included in onboarding packet for some of the new hires, not all and those documents have required fields. If we are marking the fields on this document as required, the system is requiring it for all new hires and therefore errors out for those who do not have this document as part of their onboarding packet. Would it be possible to make fields required on the documents which are assigned only to a group of employees, not all?

Olga

lwettack

Olga, you need to set up different transition programs with different forms for the different sets of new hires. For instance, we have separate transition onboarding programs for dock associate new hires than new hire drivers because the drivers have to complete several forms that are required by DOT but dock new hires do not. Set up different transition programs containing only the specific forms that the classification of new hire has to complete and you assign them the transition program that only has their required new hire forms.

Jynelle Rodriguez

When you setup your forms, are some of those customized forms?

olga-evseeva

Yes, we have custom forms, which are then setup as tasks and included in the transition program onboard. Task has eligibility restrictions identifying which group of new hires should get the custom form. However, the group of employees who are not receiving this form are then not able to finalize the onboarding because the system is seeing those fields as required and these new hires are missing information on those custom fields from the custom form.

Olga

Jynelle Rodriguez

Thank you, Olga! This was insightful and helps anticipate potential issues. How do you export those forms once they are completed? Do you have to print the forms to PDF manually? Currently, as we understand it there is not a way to ensure that the PDF is stored as a document, unless we "Print" to PDF and save to the file.

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