Onboarding and Offboarding

Folks allows you to define and assign task lists and steps to complete, as well as collect personal information for the onboarding & integration process of your employees. This ensures that tasks and activities are completed according to the scheduled timeline.

Arrivals and Departures

Before triggering onboarding or offboarding processes, it is important to configure them in the Arrivals and Departures module.

Onboarding & integration

Once the configuration of an arrival process is complete, you can trigger it by going to an employee’s profile and clicking on the Onboarding tab.

• Launching an onboarding and integration process
• Why is it impossible to launch an onboarding process?

Offboarding Management

Once the configuration of an offboarding process is complete, you can trigger it by going to Onboarding/offboarding > Offboarding and clicking on + Add.

• Launching an offboarding process
• Why is it impossible to trigger an offboarding process?

Before triggering an offboarding process, it is important to configure the data within each process.

1- Create Tasks

The first step is to create offboarding tasks by going to Onboarding/Offboarding > Offboarding and clicking on the gear icon ⚙️ to access edit mode. 

For more information on how to create offboarding tasks, please refer to the article Creating an offboarding task.

2- Creating templates

Once the tasks have been created, the second step is to configure offboarding templates by clicking on the Templates tab. You must link the tasks & templates together. For more information on how to proceed, please refer to the article Creating Offboarding templates.

3- Linking templates to job titles

The final step is to link the created templates to each of the job titles present in the system by accessing the third tab: Job Title / Template. For more information, please refer to the article Link offboarding templates to job titles.

Trigger an offboarding process

Once the configurations are complete, ypu should be able to launch offboarding processes. For more information on this, please refer to the article Launch an offboarding process.

How to create an onboarding task.

1. Go to Onboarding/Offboarding > Onboarding and click on the gear icon ⚙️ to access configuration. 

2. In the Task tab, select the Onboarding type and click the green Add button at the bottom of the page.

3. Click on Add.

4. Enter the name of the task. Choose the delay from the date of hire, which is when this task should be automatically launched in an onboarding process. 
   For more information on the types of delays, please refer to the article Onboarding - Definition of Delay.

6. Click on Save Data.

👉 As you create tasks, the Save button may no longer be visible, make sure to scroll to the bottom of the page in order to click on Save.

For more information on how to use tasks when creating onboarding templates, refer to the article Create Onboarding Templates.

The Delay field allows you to indicate when a task should be launched in an onboarding process. The delay is calculated from the employee's hiring date in order to manage notifications and dates when tasks are due.

Where to find it?

This field is available through the Onboarding/Offboarding> Onboarding section.

Click on the gear icon ⚙️ to access configuration mode.

Under the tasks management tab, assign a delay for each task.

Configure task launching

• To launch a task before the hiring date of an employee, select launch day. 

• To launch a task after the hiring date of an employee, you can set the delay choosing from:

  - A number of days ;

  - A number of weeks ;

  - A number of months.

Tips 

In all cases, three reminder emails could be sent to the task owners :

1. At the time of the launch (for tasks to be done on the day of the launch, this is the only email sent) ;
2. Seven days before the due date of the task ;
3. The day the task is due.

The manager can see the tasks to be completed :

• from the home page, in the process in progress section ;

• through the employee profile, under the onboarding tab.

⚠️WARNING : No reminders are sent for overdue tasks. It is your responsibility to follow up.

How to create an offboarding task.

1. Go to Onboarding/Offboarding > Offboarding and click on the gear icon ⚙️ to access configuration. 

2. In the Task tab, select the Offboarding type and click the green Add button at the bottom of the page.

3. Enter the name of the task.

4. Click on Save Data.

👉 As you create tasks, the Save button may no longer be visible, make sure to scroll to the bottom of the page in order to click on Save.

For more information on how to use tasks when creating onboarding templates, refer to the article Create offboarding templates.

Steps to Follow

1. Go to Onboarding/Offboarding > Onboarding.

2. Click the gear icon ⚙️ in the top right corner and click on the Templates tab.

3. In the type dropdown select Onboarding.

4. Choose the template to be modified: the list of tasks will appear.

5. Delete the desired task by clicking the red X at the right end of the row.

6. Click on Save Data.

👉Important:
The task will not automatically be deleted from an onboarding process that is already in progress.
It will only be deleted for new onboarding processes that have not yet been triggered.

Steps to Follow

1. Go to Onboarding/Offboarding > Offboarding.

2. Click the gear icon ⚙️ in the top right corner and click on the Templates tab.

3. In the type dropdown select Offboarding.

4. Choose the template to be modified: the list of tasks will appear.

5. Delete the desired task by clicking the red X at the right end of the row.

6. Click on Save Data.

👉Important:
The task will not automatically be deleted from an offboarding process that is already in progress.
It will only be deleted for new offboarding processes that have not yet been triggered.

Steps to create onboarding templates

1. In Folks, navigate to: Onboarding/Offboarding > Onboarding and click the gear icon ⚙️ to access edit mode.

2. Click on the Templates tab. In the Type dropdown, select Onboarding.
   In the Template dropdown, select New Template.
   Name your template by entering it in the Template Name field.
   Choose the duration for the completion delay of the process. For more information on the duration, refer to the article Onboarding  - Definition of Duration.

3. Click Add to link tasks to the template.

4. In the window that appears, select the task to add, as well as the desired order in the list.
   Important: Tasks are added to the list without any particular visual distinction. It is therefore essential to save the template before exiting.
   Make sure to choose the task order precisely, as it cannot be easily modified without a complete review of the steps.

5. Select or change the person responsible for the task.

6. Repeat steps 3 to 5 depending on the number of tasks you need to add.

7. When all your tasks have been added, click Save Data.

💡 Tip:

To save time, use the Use an Existing Template function to copy a template that has already been created.
You can then adjust the list according to your needs by: adding or removing tasks, changing the owner, or adjusting the duration.

Accessible through the Onboarding/Offboarding > Onboarding module, under Templates, the Duration field represents the expected completion time for the onboarding process.

This field also determines the process end date.

Tip:
When viewing the progress of onboarding processes (Onboarding/Offboarding > Onboarding), the Duration value controls the color code displayed for each process.

Color Codes

• Green: Completed

• Blue: In progress

• Red: Not completed once the end date has passed

Steps to create offboarding templates

1. In Folks, navigate to the Task Management page: Onboarding/Offboarding > Offboarding and click the gear icon ⚙️ to access edit mode.

2. Click on the Templates tab. In the Type dropdown, select Offboarding.
   In the Template dropdown, select New Template.
   Name your template by entering it in the Template Name field.

3. Click Add to link tasks to the template.

4. In the window that appears, select the task to add, as well as the desired order in the list.
   Important: Tasks are added to the list without any particular visual distinction. It is therefore essential to save the template before exiting. 
   Make sure to choose the task order precisely, as it cannot be easily modified without a complete review of the steps.

5. Select or modify the person responsible for the task.

6. Repeat steps 3 to 5 depending on the number of tasks you need to add.

7. When all your tasks have been added, click Save data.

💡 Tip:

To save time, use the Use Existing Template function to copy a template that has already been created.

You can then adjust the list according to your needs by: adding or removing tasks or changing the owner.

Steps to Follow

1. Go to Onboarding/Offboarding > Onboarding. Click the gear icon ⚙️ in the top right corner.

2. Click on the Templates tab. In the type dropdown select Onboarding.

3. Choose the template to be modified: the list of tasks will appear.

4. Click on Add to link tasks to this template.

5. In the window that appears, select the task to add, as well as the desired order in the list.
   Important: Tasks are added to the list without any particular visual distinction. It is therefore essential to save the template before exiting.
   Make sure to choose the task order precisely, as it cannot be easily modified without a complete review of the steps.

6. Once you've added all of your tasks, click on Save Data.

👉Important:
The task will not automatically be added to an onboarding process that is already in progress.
It will only be added for new onboarding processes that have not yet been triggered.

It is important that each of the job titles (position) in your system is linked to an onboarding template, otherwise it will not be possible to launch processes.

1. From the left hand-side menu, go to Onboarding/offboarding > Onboarding. Click on the gear icon⚙️ to access the settings.
2. In the Job Title/Template section, assign an onboarding template to each job title.
3. Click Save.

If an onboarding template has been deleted and was linked to a job title, the job title will no longer have a linked template. It is important to make the changes accordingly if this situation occurs. If you replace the template for one job title with another, the changes will only apply to processes that have are not yet launched.

It is important that each of the job titles (position) in your system is linked to an onboarding template, otherwise it will not be possible to launch processes.

1. In Folks, go to Onboarding/offboarding > Offboarding. Click on the gear icon to access the settings.
2. In the Job Title/Template section, assign an offboarding template to each job title.
3. Click Save.

If an offboarding template has been deleted and was linked to a job title, the job title will no longer have a linked template. It is important to make the changes accordingly if this situation occurs. If you replace the template for one job title with another, the changes will only apply to processes that have are not yet launched.

Steps to Follow

1. Go to the employee’s profile using the top search bar or through the Employee List in the Employees menu.

2. Click on Onboarding tab

3. If the process has not yet been launched, the Launch Process button will be visible and clickable.

   • If the Launch Process button is not displayed but the Stop Process button is, it means that the process has already been launched.

   • If no tasks appear in the process, refer to the article Why can't I launch an Onboarding process Process.

4. Once the process is launched, the tasks become clickable so you can mark them as completed.

Important

When a process is launched, all task owners receive an email notification immediately.
It is therefore important to trigger the process at the right time.

1. Go to the Onboarding/offboarding > Offboarding section.

2. Click on the + Add button at the top right corner.

3. Select the employee from the drop-down menu.

4. Add the date of the last working day.

5. Enter the legal reason for the employee's departure.

6. If this is a voluntary departure, check the Voluntary Departure box.

7. Select whether this is a permanent departure or a temporary layoff. If this is a permanent departure skip to next step.

👉 TIPS : 

For a temporary layoff, you will be asked to specify the following:

• The type of temporary lay-off
• An expected date of return
• Whether seniority is to be calculated during the employee's absence

8. Add in comment the detailed reason of the departure. This field is mandatory.

9. Add attachments as needed.

10. Click on Save.

💡TIPS : 

To launch the employee's offboarding process, refer to the article Launch an offboarding process.

Before triggering an offboarding process, the employee must have been marked as inactive through the Offboarding module or directly via their profile. For more information on how to mark an employee as inactive from the offboarding page, please refer to the article Marking an employee as inactive via the offboarding module.

1. Go to the Onboarding/offboarding > Offboarding section.
   If the employee has already been made inactive through the offboarding module, skip to step 11. 

2. Click on the + Add button at the top right corner.

3. Select the employee from the drop-down menu.

4. Add the date of the last working day.

5. Enter the legal reason for the employee's departure.

6. If this is a voluntary departure, check the Voluntary Departure box.

7. Select whether this is a permanent departure or a temporary layoff. If this is a permanent departure skip to next step.

   👉For a temporary layoff, you will be asked to specify the following:

   • The type of temporary lay-off

   • An expected date of return

   • Whether seniority is to be calculated during the employee's absence

8. Add in comment the detailed reason of the departure. This field is mandatory.

9. Add attachments as needed.

10. Click on Save.

11. Go back to the detailed analysis page. Find the offboarding column and click on the box corresponding to the employee for whom you want to trigger the process. This box should normally display 0/0 in green.
    ⚠️ If the employee does not appear in the detailed analysis list, it means they were not made inactive through the offboarding module (steps 1 to 10).

12. The list of tasks to be completed for this process will appear. Below the list, click Launch process.

13. The box will change color (blue or red) and will now display 0 / the total number of tasks to be completed.

If you notice that no tasks appear in the onboarding tab of the employee's profile, there are two possible situations:

1. The first situation is that the employee does not have a job title linked to their profile. For more information, refer to the article Edit an employee profile. 

2. It is also possible that your employee's job title is not linked to an onboarding template.

To resolve this issue, go to the Onboarding/Offboarding > Onboarding section. Click on the gear icon to access the Configuration. Under the Job Titles/Templates tab, locate your employee's position in the list. Make sure that the job title of the employee has an assigned offboarding template.

Click on Save. Go back to the employee's profile to see that the tasks are now present under the onboarding/offboarding tab.

If you notice that no tasks appear in the pop-up window of the offboarding process, there are two possible situations:

1. The first situation could be that the employee does not have a job title linked to their profile. For information on how to modify an employee's profile, refer to the article Edit an employee profile.

2. It is also possible that your employee's job title is not linked to an offboarding template.

   To resolve this issue, go to the Onboarding/Offboarding > Offboarding section. Click on the gear icon ⚙️ to access configuration. Under the Job Titles/Templates tab, locate your employee's position in the list. Make sure that the job title of the employee has an assigned offboarding template.

Click on Save. Return to the employee's offboarding process to see that the tasks are now present. You should be able to launch the offboarding process.