Onboarding¶
When a new employee is hired, it is important to have an onboarding procedure that can be followed. This ensures that information, equipment, and training are provided to the employee and any other necessary steps for the business are assigned to the correct individuals.
Proper onboarding ensures that new employees are given all the information and tools needed to be successful in their roles and have a smooth transition to their new job.
View onboarding plan¶
Before onboarding can begin, it is recommended to check the default onboarding plan that comes preconfigured with the Employees app. To view the current default plan, navigate to . Click Onboarding to view the detailed onboarding plan form.
The plan form displays the following information:
Plan Name: the specific name for the onboarding plan.
Model: specifies where this plan can be used. In this case, in the Employees app.
Department: if left blank (the default setting) this plan is available for all departments. Limit the use of the plan to a specific department by selecting the department using the drop-down menu.
Activities To Create: this tab lists all the onboarding steps. Each row displays:
Activity Type: the specific activity for the step. The default options are Email, Call, Meeting, To-Do, or Upload Document.
Summary: a one line description of the step.
Assignment: chooses who completes the activity, relative to the new hire:
Ask at launch: choose the user in the Assigned To field when launching the onboarding plan.
Default user: choose a user who always handles this activity. Defined in the Assigned to field.
Manager: assigns the employee’s manager as defined on the employee record.
Coach: assigns the employee’s coach as defined on the employee record.
Employee: the new hire completes the activity.
Fleet Manager: assigns the designated Fleet app manager. This option is only available if the Fleet app is installed.
Assigned to: this field remains blank, unless Default user is selected for the Assignment field. If Default user is selected, this field is populated with the selected user.
Interval: the time when the activity is active.
Unit: the set time interval, either days, weeks, or months.
Trigger: how scheduling is determined for the activity. Options are either Before Plan Date or After Plan Date.
Example
A laptop must be set up and registered to a new employee the day before they start work. The person who performs this step should always be the IT Manager, Abby Jones.
To configure this activity with these parameters, the Activity Type is set to To-Do, with a summary of Assign Laptop. The Assignment field is set to Default user, and the Assigned to field is set to Abby Jones. The Interval is 1, and the Unit is set to days. The Trigger is Before Plan Date.
screenshot: hr-employees-onboarding-step- menu
- Employees ‣ Configuration ‣ Activity Planning ‣ (open a plan) ‣ (open a step)
- shows
- One activity plan step configured to assign a laptop one day before the employee starts, with the activity type, the assignment and the due date offset.
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- The due date offset and the Assigned to field (red frame).
- data
- Step "Prepare laptop", one day before the start date, assigned to the IT manager.
- module
- hr
- notes
- English UI, light theme, 1440px width.
Onboarding plan steps¶
The default Onboarding plan includes three default steps. All steps are To-Do activities, and are scheduled for the day the onboarding plan is launched (0 days Before Plan Date).
Setup IT Materials: the manager must gather and configure all IT materials.
Plan Training: the manager must plan the training for the new employee.
Training: the new employee must complete the training planned by the manager.
- menu
- Employees ‣ Configuration ‣ Activity Planning
- shows
- The default Onboarding plan with its steps, each showing the activity type, the summary and the assignment.
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- The list of steps (red frame).
- data
- The Onboarding plan shipped with the Employees app.
- module
- hr
- notes
- English UI, light theme, 1440px width.
Modify onboarding plan¶
A single onboarding plan works only if the flow works for the entire company.
Note
If the onboarding plan is universal, add to or modify the default onboarding plan. If department-specific onboarding plans are needed, create a new onboarding plan.
To modify the default plan, first navigate to , then click on Onboarding.
To modify a step, click on it. In the Open: Activities pop-up window, make any desired modifications to the step, then click Save.
To add a new step, click Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears. Enter all the information in the pop-up window, then click Save & Close if there are no other steps to add, or click Save & New if more steps are needed.
Create onboarding plan¶
Some companies require different onboarding plans, when there are department-specific onboarding procedures that do not apply to the whole company. For these cases, a new department-specific onboarding plan must be created.
To create a new onboarding plan, navigate to the desired plan and configure all the desired steps.
Example
A company specializing in the manufacturing and selling of outdoor metal furniture may have a large factory that produces the products, and a separate sales office. This company may have two separate onboarding plans, one for factory workers, and one for office workers.
The onboarding plan for the factory workers is set for the Manufacturing department, and includes specialized tasks relating to factory jobs. These include gathering the new employees uniform and safety gear, assigning a safety course, emailing their team about the new hire, going over benefits, and more.
- menu
- Employees ‣ Configuration ‣ Activity Planning ‣ New
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- A custom onboarding plan for one department, with its own steps and assignments.
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- The department field and the steps (red frame).
- data
- Plan "Warehouse onboarding" for the Warehouse department, four steps.
- module
- hr
- notes
- English UI, light theme, 1440px width.
Launch onboarding plan¶
After an employee has been hired and their employee profile is created, navigate to the desired employee’s profile by clicking on their Kanban card on the Employees app dashboard, then click the Launch Plan button on their employee profile, and a blank Launch Plan pop-up window loads.
In the Plan field, choose the desired onboarding plan. Then, using the calendar selector, set a date in the Plan Date field. This is typically the employee’s first day, but any date can be selected.
The right side of the Launch Plan pop-up window displays all the steps in the selected plan, grouped by what was selected in the Assignment fields on the plan form.
Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their respective due dates.
All scheduled activities appear in the both chatter of the employee profile, and in the chatter of the user’s with assignments relating to the plan.
Note
If any activity assignments were configured to Ask at launch, an Assigned to field appears on the Launch Plan pop-up window. Using the drop-down menu, select the user responsible for all the unassigned activities.
- menu
- Employees ‣ Employees ‣ (open an employee)
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- The chatter of an employee after the onboarding plan was launched, with the scheduled activities and their due dates.
- highlight
- The scheduled activities (red frame).
- data
- Employee "Anita Kovács" with four scheduled onboarding activities.
- module
- hr
- notes
- English UI, light theme, 1440px width. Crop to the chatter.