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 will help you set up a Time-Based Onboarding Plan.
After creating the profile, click the Pencil icon to edit the profile and begin planning the training process.
The timetable you see will depend on the time units set and the duration you entered while creating the profile.
Select the Add Activity button to add an activity to the onboarding profile. 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.
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.
After selecting Assign and Next, you can define the timeframe within which the learner is expected to complete the course. Then, select a course from the available course list to add it to the onboarding profile.
In the final step, click Save to add the course to the onboarding profile.
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.
Click Save after selecting the course. A new line will be added to the plan, displaying the selected course.
You can modify the assignment at any time by selecting the Pencil icon (Edit Activity).
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
Selecting the Add Microlearning option allows you to include micro-courses to your onboarding profile.
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.
A micro-course can then be selected to add to the onboarding profile as an assignment.
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.
You can also combine the time-based flow with the activity-based flow. Learn more on the activity-based flow here: Setting Up an Activity-Based Onboarding Plan
Onboarding rules
Onboarding rules are found in the Team Workspace, under Training Rules.
Within Onboarding, you can filter onboarding profiles by status, last activated date, and profile owner.
For each rule, you are able to edit, delete, assume onboarding profile, and view its history.
Note: Managers who have been granted the Create Onboarding Profiles permission will have access to this dashboard, where they can view the profiles they have created.