When setting up an onboarding plan, you have three options to choose from. You can set up a Time-Based Onboarding Plan, where new training and tasks are assigned at a specific time. You can set up a Time- and Activity-Based Onboarding Plan, where activities are assigned at a specific time and new activities open after finishing others. You can also set up an Activity-Based Onboarding plan, where there are no deadlines, and finishing activities opens up others.
Take a look at Utilizing the Various Onboarding Flows for more information and examples on when to use which plan.
This article gives more information on how to set up an Activity-Based Onboarding Plan.
Activity-Based Onboarding Profiles are set up in levels, where completing one task opens up more tasks. These activities are not set with a deadline, and can be as short or long as you would prefer. Training can be either be assigned - and made mandatory - or it can be an open invitation, inviting your learners to take charge of their own personal development.
Once you are on the Onboarding Profiles listing page, select the Pencil icon (Edit Activities) for the profile you want to configure in order to edit the onboarding flow and activities.
Note that:
- Τhere is a limit for the onboarding activities up to 25 ‘paths’ and each path can have only up to 25 activities
- An onboarding profile cannot be activated until at least one activity has been added. If you attempt to activate a profile without any activities, a modal message will appear prompting you to add at least one activity before enabling the onboarding profile.
Creating levels
Within the selected Activity-based Onboarding Profile, click Add Activity to create a first-level activity.
This will display several activity options, including Add Course, Add Microlearning, Add Learning Path, and Add Announcement. Select the activity type you want to include in the onboarding process.
You will then be able to add a second-level activity by clicking the Add button next to the first-level activity. Follow this pattern to add multiple levels of activities to your plan, creating a tree.
You can have multiple sequences, starting from different activities.
All first-level activities will be assigned to the user once they join the Onboarding plan. From then on, each subsequent activity will be assigned based on its respective completion.
Adding Activities
You are able to add four types of activities: Course, Learning Paths, Micro-courses and Announcements.
Add Course
By selecting Add Course, two options are displayed for you: to Assign the course or Invite learners to enroll.
Selecting Assign allows you to set when in the timeline the learner has to complete the course.
Selecting Invite Learners allows you to define when, within the onboarding timeline, learners will receive an invitation to enroll in the course. Then, select the course from the available course list to add it to the onboarding profile.
Save after selecting the course.
Add Learning Path
The process is the same for learning paths.
Note: Activities configured with Invite Learners are not included in the total statistics calculations displayed in the Onboarding Dashboard. Additionally, statistics are not displayed on a per-activity basis for Invite Learners activities.
Add Microlearning Course
When creating or editing an onboarding profile, you can select the Add Microlearning option to include one or more micro-courses. A complete list of your academy’s available micro-courses will be provided for selection.
If Skills are enabled in your academy, a Choose Skill dropdown will be available, allowing you to filter results by the associated skills. This field displays micro-courses associated with the selected skills.
Add Announcement
Announcements can be used to communicate with participants.
The Sender dropdown includes the following options:
- Admin — The academy’s Super Admin
- Profile/Template Creator — The user who created the onboarding profile or template
- Learner's Manager — The direct supervisor of the assigned learner
The Sender dropdown is populated with the Admin role, as well as Manager roles that meet the following criteria:
- They are directly associated with the users included in the onboarding profile, and
- They have the Send Announcement permission enabled.
You can define the week in which the announcement will be sent by selecting the appropriate value from the Send Announcement On dropdown field.
You can also define a specific preferred content language.
Once a language is selected from the drop-down, only users having the selected language as preferred will receive the specific announcement. If “All languages” is selected the announcement will be sent to all users, including the users that have no preferred language.
Once the Training plan for the onboarding profile has been designed, the admin can activate the profile. All current employees that need to be assigned to the training will be included in the profile.
Note: When selecting the sender of the message to be the admin, Schoox selects the first admin in the admin table from the database. If, for example, the message was written from Admin A, but Admin B was first in the database, then Admin B will be chosen as the sender.