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Onboarding user role

Shirley Bousfield
Updated
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This guide explains how to create an onboarding role that grants future starters access to HR, helping them get to know your organisation and submit key information before their first day.

Not using onboarding? Find out more, plus if you'd like further information on setting it up then please raise a request to contact the customer experience team.

 

Contents

 

Introduction

  • Future starters can access HR ahead of their start date to complete personal details, upload new joiner documents, and explore your organisation’s culture, practices, and policies. This early access helps save time and ensures they’re ready to hit the ground running
  • If you’ve configured the add-on onboarding module, you can host a tailored onboarding journey that offers a warm welcome and guides joiners through everything they need to know before day one. It also helps keep them engaged and connected while they wait to start
Note: Onboarding access is granted via the user role in HR and in order to create this you will need to have access to the Role Management security area.

 

To create an onboarder role

  • Go to the following area:
    • Latest (left-hand) menu: System Configuration > Role Management
    • Pre 2025 (top) menu: System > Security > Role Management
Note: You may find it quicker to duplicate an existing user role (Normal user type recommended) to then tweak the settings for your onboarder role.
  • Click Insert New Record
  • Enter a Description for the role, set Role Type (recommended Normal User) and decide whether you wish to give the user access to any future records (for Job and Pay etc)
  • In the right-hand column, the following sliders are relevant to Onboarding:
    • Onboarding Starter: turn this on so when the user logs in they will be taken straight to the Onboarding 'get started' area
    • Onboarding Content Group: select the relevant option for this user role.  There may only be one group but if your organisation tailors the content for different groups such as entities, senior managers etc, then this can be set per onboarding user role.  See the linked guide for more details
    • Switch to starter role: choose the role the user should move into upon their start date (eg Employee)
    • Available to Onboarding relates to previous functionality and can be ignored
  • Click Update to save the role

 

To apply security to the role

  • Click on the name of the newly created role from the summary view
  • From the list of Actions, click on Pages
  • Enable access to pages as required.  Recommended pages (if in use) to grant Write Access to are:
    • Additional Information – Create/Update
    • Company Documents
    • Contact us
    • Emergency & Other Contact Details
    • Employee Directory
    • Org Chart
    • Personal Details
    • Personal documents – Create/Update
    • Policy acceptance
    • Safeguarding & Employee Checks
    • Skills & Qualifications
    • Get Started (Onboarding area)
    • Upload Photo
  • Review the other security areas and configure any that you may wish the role to be able to access
  • At each stage of making changes, you will be prompted to confirm the role changes

Notes: 

  • The Onboarding User Role will be shared by multiple future starters, so you will need to ensure that you are establishing the security settings for all occupants of the role
  • You can create as many onboarder user roles as needed for different types of starters


 

How onboarding works

Pre-employment

  • The joiner must be added to the system with a synced sign in account, using their personal email address in the Contact/Work Email Address in Personal Details.  The email is usually copied from Home Email Address which they will use to sign in prior to starting employment
Note: If you use Active Directory Connector then it's important to set the sync to occur after start date, so it doesn't overwrite the personal email address whilst it's being used to log in prior to employment.  See the linked guide for more details.
  • If you have email notifications enabled for email and password (basic auth) users in Sign-in settings then new users will receive an email, otherwise login details will need to be shared separately
  • Joiners can follow the Sign-in password reset for non-SSO users steps to set their password and 2FA

 

Upon start date

  • The joiner will be moved into the appropriate starter user role as determined within the onboarding user role details
  • The joiner's contact/work email address should be changed to the work email address (either manually or via AD Connector - see note above)
  • If you have SSO configured, when the joiner's email is updated to the appropriate work email domain then the change will sync with the sign-in area and they will be able to sign in via the appropriate SSO method

 

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