The Onboarding and offboarding module is built on one key principle: template processes can be edited at any time, but each time you trigger a process, it creates a copy that future changes to the template will never affect.
All the best practices below follow from this principle: set everything up properly before you trigger a process. Once it’s triggered, the only way to start over is to cancel it and trigger a new one.
1. Prepare your tasks before creating processes
Create all your individual tasks before you build your processes. Tasks can be reused across processes, which avoids duplicates.
Once your tasks are ready, set up your template processes. You only need to do this once. After that, your processes are ready to trigger at any time.
Tip: As soon as a process is triggered, each assignee receives an assignment email. The earlier you trigger it, the more time your assignees have to complete their tasks.
2. Write clear, detailed task descriptions
A task title isn’t always enough. Use the Description field to add specific instructions for the assignee: steps to follow, information to remember, logs to complete, etc.
Example: For the Create building access task, add this to the description: “Don’t forget to enter the card number in the access log.”
3. Use links to guide assignees
Each task can include a link that takes the assignee directly to the resource they need: an online form, a training video, a module in your LMS, a shared document, etc.
Typical use case: For tasks assigned to the employee, include a link to each onboarding training. The employee opens the training in one click, then checks off the task once the training is done.
4. Create multiple processes per job title
You’re not limited to one process per job title. Create as many processes as you need to cover different situations: locations, employment types, specific cases.
Example: An Onboarding - Head Office process and a Onboarding - Warehouse process, each with the right task assignees for that location.
5. Schedule tasks before the start date
With custom due dates, you can set tasks to be due before the employee arrives. Get access, equipment or communications ready ahead of time, without waiting for their first day.
To do this, when you create or edit a task, choose Custom as the date type, select Before the start date, then enter the number of days.
6. Create dedicated to return-to-work processes
A return from maternity or disability leave should have its own process, separate from onboarding a new employee. Use the return date as the reference date to schedule return-specific tasks.
Tip: In the process description, specify which type of return it’s for (e.g., Use for returns from maternity leave and long-term disability leave). Your colleagues will know right away which process to trigger.
7. Check the My tasks page regularly
Each user has a My tasks page that shows all tasks assigned to them. Check it daily so nothing slips through.
If you’re a manager, you can track progress in the employee’s profile. Use the employee filter in the module as a checkpoint rather than relying only on the initial emails.
8. Take advantage of automatic reminders
Each task assignee automatically receives reminders:
- The day before and the day after a task's due date
- Every Monday morning: a summary email listing all their open tasks, starting the week the tasks are due
These reminders are on by default for all tasks, so assignees stay on track without you having to follow up.
Important: If the employee doesn’t have an account yet when the process is triggered, their tasks are still created, but no one receives the automatic notifications for them. Plan to follow up manually so nothing gets missed.
9. Reassign tasks when someone leaves or changes supervisors
When you deactivate an employee who is a supervisor, Folks prompts you to reassign their open tasks. Don’t skip this step, since unassigned tasks can fall through the cracks (see Change an employee's status).
10. Apply the same approach to performance reviews
When an employee changes supervisors or a supervisor leaves, the performance reviews assigned to that supervisor also need to be reassigned. You have the same options as for onboarding and offboarding tasks (see Change the evaluator of an ongoing evaluation).