| Enable Feature | Setting Up an Onboarding Plan |
| Workspace | Academy, Training Admin, Team |
| Roles & Permissions |
Roles: Admin Permissions: Create Onboarding Profile |
The Onboarding module in Schoox allows Administrators and Managers who have the Create Onboarding Profiles permission enabled to design a training schedule for all new employees as well as for employees that changed jobs in the company.
Onboarding allows administrators and managers to design and execute the training process as well as monitor the employees’ progress. Moreover, users with managerial jobs with the Reporting permission enabled have access to the Monitoring The Onboarding Process in order to be able to track the progress of the users under their org structure.
Enabling Onboarding
To utilize the Onboarding module in your academy, you must first enable the Onboarding module.
In the left navigation, make sure you are in the Academy Workspace.
When in the Academy Workspace, select Settings.
From there, filter by Training Type.
Enable the Onboarding module by expanding the Onboarding settings and turning on the toggle labeled “Do you want to activate the Onboarding module?”.
Then add the number of days an individual should be considered a new academy member. This is limited to 180 days and can be determined by either the Academy Join Date or Hiring Date. New hires will not be assigned job change onboarding profiles before that time period ends.
Important note: If both Academy Join Date and Hiring Date are configured in the Onboarding Academy Settings, the Hiring Date must also be populated on the user’s profile. Otherwise, the user will not be recognized or triggered by the Onboarding process.
Save when finished.
Onboarding Profiles
Onboarding profiles define each onboarding process, and allow you to start and stop the process as needed.
In the left navigation, make sure you are in the Team Workspace.
When in the Team Workspace, select Self-Paced Training and then select Onboarding.
This page is divided into two primary tabs: Profiles and Templates.
Creating Onboarding Profiles
To create a new Onboarding Profile, navigate to the Profiles tab and click + Create profile located in the upper-right corner of the screen.
Give the profile a descriptive name. Then, using the drop-down menu, choose what the profile is based on — what will trigger the profile. Any date-related custom fields you've added to your user profiles will also appear in this list.
Notes:
- If a profile is set up based on a Hiring Date or other custom date-related field, learners who fit this criteria will get the profile assigned on their academy join date.
- The creator of the onboarding profile will also be included in the profile if they meet the defined criteria.
- If a Date field (e.g., "Hiring Date") associated with a user is set to a future date relative to when the user was added to the Academy and the user meets the Onboarding criteria, the onboarding process will begin based on the user's creation date in the Academy, not the future date set in the Custom Field.
- If the profile is based on a custom field, it will assign users retroactively as long as they're considered new hires in the Academy (earlier settings mentioned).
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If the profile is based on a Job Change, the profile will be assigned on the date the job change happens, but not retroactively; the onboarding profile needs to be live when the change happens.
Select the appropriate Jobs, Units and Above Units, based off your organizational structure.
Note: If the 'All Jobs' option is selected instead of specifying individual jobs, the onboarding profile will include all users who meet the defined organizational structure criteria, even if they are not assigned to a specific job within an Above Unit or Unit.
Lastly, select whether this profile will contain an activity based flow, time based flow, or a combination of both. For time based flows, determine the total length of the entire process.
Save when finished.
Setting Up and Managing Onboarding Profiles
Once the new profile is created it will appear in the Profile list. By default, new profiles are inactive.
- On/Off switch — Use the toggle in the Status column to activate or deactivate the profile.
- Edit button — Selecting the pencil icon will allow for editing of the profile.
- Delete button — Delete the profile
On the left-hand side of the Profiles listing page, you can apply filters to narrow down the results based on specific criteria or profile status. You can also use the search bar located at the top of the screen to quickly find profiles.
Each profile contains the profile name (sortable), what the profile is based on, and status. The profiles can be deleted and edited.
Note: 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.
Selecting the Pencil icon (Edit) expands the profile, allowing you to configure the onboarding process.
There are two different flows in which you can arrange the training: the time-based flow and the activity-based flow. You can set up your process to utilize either flow or both flows simultaneously.
Find more information on how to set up each flow here:
Note: You may also include micro-courses in your onboarding profile, provided that skills have been enabled in your academy and the relevant skills have been appropriately mapped.
Creating Onboarding Templates
You may have several similar jobs, but want to differentiate their onboarding processes. Onboarding Templates can be used to establish baseline onboarding experiences to save time and ensure a consistent plan is delivered for each of these jobs.
On the top, select Templates.
Use the filters on the left-hand side of the page to narrow down the results based on specific criteria. You can also use the search bar located at the top of the screen to quickly find templates.
Each template contains the template name (sortable), what the template is based on, and the option to create a profile out of the template. The templates can be deleted and edited.
To create a new onboarding template, click the + Create template button located in the upper-right corner of the screen.
The process is identical to creating an Onboarding Profile.
After setting up your template, select the Create Profile button to make this template a profile.
The new Profile will be added to the Onboarding Profiles list. Please make sure to activate the profile.
The next time that you will need to create a similar profile, you do not have to create it from scratch. Just edit the existing template accordingly and Convert to Profile.
Further Notes
Onboarding profiles do not update retroactively. When a user is assigned an onboarding profile, it is the profile as it is at that moment in time. Adding new activities afterwards only affects future assignees.
When an onboarding profile gets deactivated or paused, those currently in the middle of the onboarding process will not receive future steps until the process is reactivated. Users who started the onboarding will not be deleted from the onboarding profile, and progress of the courses that the user has already started within the profile will not be deleted.