Auto-onboarding is a feature that allows you to quickly create employee profiles. You can collect the necessary information using an automated form sent by email. This allows the employee to fill in their own information or confirm that it has been entered correctly. This speeds up the onboarding process for new employees.
Steps for sending a form
From the left menu, go to Employees > Employee List and click + Add an employee.
Fill in the required fields: last name, first name, and personal email address.
👉 Note that this is the address to which the employee will receive the email allowing them to complete the form. You may also fill in other optional fields such as job title, phone number, hire date, etc.Once the information has been added, check the option to send a form to the employee and select the information they will need to provide by marking the appropriate boxes. You can also request that the employee upload documents by checking the corresponding box.
Enable email notifications for yourself and/or the employee’s supervisor.
Click Add employee. The employee will immediately receive an email containing the form to fill out with their personal information.
👉 Note that the link sent to the employee is only valid for 7 days.
⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.
Required Fields
You can make certain fields required when sending the form to your employees. This helps prevent the accidental submission of an incomplete form.
👉 By default, no fields are required. You must enable this option for each field based on your needs.
First check the general field you want displayed. When selecting each field to be completed, you have the option to enable the Required toggle. Make your selection, then save. If you check use these choices as default for my future requets, your settings will be saved for future submissions.
For employees receiving the form, required fields will be identified by an asterisk (*) next to the label. These fields must be completed before proceeding to the next step of the form.
Custom Fields
If you have custom fields in your employee profiles, it is possible to make them available in the onboarding form. Only custom fields related to personal information or non-salary information can be displayed and completed in the form. From the employee profile configuration (Employees > Employee List and click on the gear icon), make sure that “Profile Section” is set to Personal and that “Salary” is set to No.
Sending the form to an existing employee
If the employee profile has already been created, it is still possible to send the request form. To do this, you must:
- Go to Employees > Employee List and click on the three vertical dots ⋮ on the row of the employee to whom you want to send the form.
- Click Send a profile completion request.
- Select the information the employee must provide by checking the matching boxes. It is also possible to request that the employee adds documents by checking the documents box.
- Enable email notifications for yourself and/or the employee’s supervisor.
- Click Send. The employee will immediately receive an email containing the form to complete with their personal information.
👉 Note that the link sent to the employee is only valid for 7 days.
⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.
Tracking requests
A temporary visual indicator ⏳ is added next to the employee’s name, directly in their profile, to signal that form completion is pending. This indicator will also be visible in the main list under Employees > Employee List.
From the employee list, you can resend the form or cancel the request by clicking the three vertical dots ⋮.
The information completed by the employee is automatically added to their profile.
The employee can also access and complete this form from their mobile phone.