{"id":35445,"date":"2023-12-22T06:05:45","date_gmt":"2023-12-22T06:05:45","guid":{"rendered":"https:\/\/www.process.st\/templates\/pre-onboarding-process\/"},"modified":"2024-03-05T16:02:44","modified_gmt":"2024-03-05T16:02:44","slug":"pre-onboarding-process","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/pre-onboarding-process\/","title":{"rendered":"Pre-Onboarding Process"},"content":{"rendered":"\n<section id=\"gather-and-review-candidate-profile\"> \n <h2>Gather and review candidate profile<\/h2>\n <div class=\"text-content\">\n   Make sure to gather and review the candidate's profile thoroughly. This task is crucial as it helps to assess the candidate's suitability for the role and ensure a good fit within the organization. Pay attention to the candidate's skills, experience, and qualifications. Look for any gaps or discrepancies that need clarifications. Gather all necessary documents such as resumes, cover letters, and references. This information will be essential for the hiring decision-making process. \n <\/div> \n <div class=\"file-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Candidate's Resume <\/label> \n   <div class=\"file-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"check-reference-details\"> \n <h2>Check reference details<\/h2>\n <div class=\"text-content\">\n   Contact the provided references to gather insights about the candidate's past performance, work ethic, and reliability. Reach out to previous employers, supervisors, or colleagues to gain a comprehensive understanding of how the candidate has performed in the past. Check for any red flags or concerns that may need further investigation. This step is crucial in ensuring that the candidate's credentials and skills align with their stated experience. \n <\/div> \n <div class=\"multi-select-content form-field-content\"> \n  <div class=\"form-group\"> <label> Reference Check List <\/label> \n  <\/div> \n  <ul class=\"items\"> \n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       1 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Contact current or most recent employer \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       2 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Contact previous supervisor \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       3 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Contact colleague \n    <\/div> <\/li> \n  <\/ul> \n <\/div> \n<\/section> \n<section id=\"approval-hr-manager-for-reference-check\"> \n <h2>Approval: HR Manager for reference check<\/h2>\n <div class=\"approval-content\"> \n  <div class=\"header\"> \n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div> \n  <\/div> \n  <div class=\"approval-rule-subject-tasks-list\"> \n   <ul class=\"list\"> \n    <li> \n     <div class=\"approval-rule-subject-tasks-list-item\"> \n      <div class=\"item\"> \n       <div class=\"container\"> <span class=\"title\">Check reference details<\/span> \n        <div class=\"body\">\n         Will be submitted\n        <\/div> \n       <\/div> \n      <\/div> \n     <\/div> <\/li> \n   <\/ul> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"send-job-offer\"> \n <h2>Send job offer<\/h2>\n <div class=\"text-content\">\n   Congratulations! It's time to extend a formal job offer to the candidate. Craft a compelling email or letter that highlights the terms of the offer, including salary, benefits, start date, and any additional information. Be concise, yet clear, in communicating the details of the offer. Ensure that the tone remains professional and friendly, making the candidate feel valued and excited about the opportunity. \n <\/div> \n <div class=\"send-rich-email-content form-field-content\"> <!-- No Recipients --> <!-- No Recipients --> <!-- No Recipients --> \n  <div class=\"form-group subject\"> <label>Subject<\/label> \n   <p class=\"form-control-static\"> Job Offer <\/p> \n  <\/div> \n  <div class=\"form-group body\"> <label>Body<\/label> <iframe srcdoc=\"<p>Dear {{form_Candidate_name}},<\/p><p>We are delighted to offer you the position of {{form_Job_title}} at our company. We were impressed with your credentials and believe that you would be an excellent addition to our team.<\/p><p>Please find attached the formal job offer letter detailing the terms of employment. If you have any questions or require further information, do not hesitate to reach out to us. We look forward to hearing your response.<\/p><p>Best regards,<\/p><p>The Hiring Team<\/p>\n<style>*{font-family:Inter,&quot;Segoe UI&quot;,&quot;Roboto&quot;,&quot;Oxygen&quot;,&quot;Ubuntu&quot;,&quot;Cantarell&quot;,&quot;Fira Sans&quot;,&quot;Droid Sans&quot;,&quot;Helvetica Neue&quot;,system-ui,sans-serif}<\/style>\n\" sandbox=\"\"><\/iframe> \n  <\/div> \n  <div class=\"form-group\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-envelope btn-icon\"><\/i> Send <\/button> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"wait-for-offer-acceptance-confirmation\"> \n <h2>Wait for offer acceptance confirmation<\/h2>\n <div class=\"text-content\">\n   After sending the job offer, patiently wait for the candidate's response. Give them a reasonable amount of time to review the offer, evaluate their options, and make a decision. Be available to address any questions or concerns they may have during this period. Once they have accepted the offer, proceed to the next step. If they decline or require additional time, consult with the hiring team for further actions. \n <\/div> \n <div class=\"date-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Candidate's response deadline <\/label> \n   <div class=\"date-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"approval-department-manager-for-job-acceptance\"> \n <h2>Approval: Department Manager for Job acceptance<\/h2>\n <div class=\"approval-content\"> \n  <div class=\"header\"> \n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div> \n  <\/div> \n  <div class=\"approval-rule-subject-tasks-list\"> \n   <ul class=\"list\"> \n    <li> \n     <div class=\"approval-rule-subject-tasks-list-item\"> \n      <div class=\"item\"> \n       <div class=\"container\"> <span class=\"title\">Send job offer<\/span> \n        <div class=\"body\">\n         Will be submitted\n        <\/div> \n       <\/div> \n      <\/div> \n     <\/div> <\/li> \n   <\/ul> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"prepare-the-employment-contract\"> \n <h2>Prepare the employment contract<\/h2>\n <div class=\"text-content\">\n   Now that the candidate has accepted the job offer, it's time to prepare the employment contract. Ensure that the contract includes all necessary details such as job title, responsibilities, compensation, benefits, working hours, and any special terms or conditions. Review the contract carefully to avoid errors or omissions. Seek legal assistance if required to ensure compliance with labor laws and regulations. \n <\/div> \n <div class=\"file-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Draft of Employment Contract <\/label> \n   <div class=\"file-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"send-employment-contract-to-the-candidate\"> \n <h2>Send employment contract to the candidate<\/h2>\n <div class=\"text-content\">\n   Send the prepared employment contract to the candidate for their review and signature. Use a secure and convenient method to transmit the contract, such as encrypted email or a secure file-sharing platform. Clearly communicate the instructions for reviewing, signing, and returning the contract to the HR department. Set a deadline for contract submission to streamline the onboarding process. \n <\/div> \n <div class=\"send-rich-email-content form-field-content\"> <!-- No Recipients --> <!-- No Recipients --> <!-- No Recipients --> \n  <div class=\"form-group subject\"> <label>Subject<\/label> \n   <p class=\"form-control-static\"> Employment Contract <\/p> \n  <\/div> \n  <div class=\"form-group body\"> <label>Body<\/label> <iframe srcdoc=\"<p>Dear {{form_Candidate_name}},<\/p><p>Attached is the finalized employment contract for your review and signature. We have carefully drafted this contract to ensure clarity and protection of both parties' rights and obligations. Please review the contract thoroughly and sign where indicated. Once signed, kindly return the contract to us at your earliest convenience.<\/p><p>If you have any questions or require any clarifications, feel free to reach out to us. We eagerly await your signed contract.<\/p><p>Best regards,<\/p><p>The HR Team<\/p>\n<style>*{font-family:Inter,&quot;Segoe UI&quot;,&quot;Roboto&quot;,&quot;Oxygen&quot;,&quot;Ubuntu&quot;,&quot;Cantarell&quot;,&quot;Fira Sans&quot;,&quot;Droid Sans&quot;,&quot;Helvetica Neue&quot;,system-ui,sans-serif}<\/style>\n\" sandbox=\"\"><\/iframe> \n  <\/div> \n  <div class=\"form-group\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-envelope btn-icon\"><\/i> Send <\/button> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"wait-for-signed-employment-contract\"> \n <h2>Wait for signed employment contract<\/h2>\n <div class=\"text-content\">\n   Once the employment contract has been sent to the candidate, patiently wait for their signed copy to be returned. Allow them sufficient time to review the contract, seek legal advice if necessary, and sign it. If a deadline has been specified, follow up with gentle reminders close to the deadline. Upon receiving the signed contract, proceed to the next steps in the onboarding process. \n <\/div> \n<\/section> \n<section id=\"approval-legal-for-contract\"> \n <h2>Approval: Legal for contract<\/h2>\n <div class=\"approval-content\"> \n  <div class=\"header\"> \n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div> \n  <\/div> \n  <div class=\"approval-rule-subject-tasks-list\"> \n   <ul class=\"list\"> \n    <li> \n     <div class=\"approval-rule-subject-tasks-list-item\"> \n      <div class=\"item\"> \n       <div class=\"container\"> <span class=\"title\">Wait for signed employment contract<\/span> \n        <div class=\"body\">\n         Will be submitted\n        <\/div> \n       <\/div> \n      <\/div> \n     <\/div> <\/li> \n   <\/ul> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"prepare-onboarding-schedule\"> \n <h2>Prepare onboarding schedule<\/h2>\n <div class=\"text-content\">\n   Plan and prepare an onboarding schedule to ensure a smooth transition for the new employee into the organization. Outline the activities, training sessions, and introductions that will take place during the onboarding period. Allocate adequate time for orientation, team introductions, and system familiarization. Consider assigning a buddy or mentor to help the employee navigate their early days in the company. \n <\/div> \n <div class=\"date-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Onboarding start date <\/label> \n   <div class=\"date-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"notify-it-department-for-system-accessibilities\"> \n <h2>Notify IT department for system accessibilities<\/h2>\n <div class=\"text-content\">\n   Inform the IT department about the new employee's hiring and provide them with the necessary details to set up the required system accessibilities. Share the employee's name, department, position, and any specific software or tools they will need. Collaborate with the IT team to ensure timely provisioning and testing of the required systems, accounts, and permissions. \n <\/div> \n <div class=\"members-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> IT Department Contact <\/label> <select disabled class=\"form-control\"> <option value=\"A member or group will be selected here\">A member or group will be selected here<\/option> <\/select> \n  <\/div> \n <\/div> \n <div class=\"text-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Additional software or tools required <\/label> \n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\"> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"prepare-work-station-and-necessary-tools\"> \n <h2>Prepare work station and necessary tools<\/h2>\n <div class=\"text-content\">\n   Arrange and prepare the new employee's work station with all the necessary tools and equipment. Ensure that the workstation is clean, organized, and ready for use. Coordinate with the IT department to ensure the installation and setup of required software, hardware, and access to company networks. Make sure that all necessary documents, stationery, and supplies are readily available. \n <\/div> \n <div class=\"multi-select-content form-field-content\"> \n  <div class=\"form-group\"> <label> Workstation Setup Checklist <\/label> \n  <\/div> \n  <ul class=\"items\"> \n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       1 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Clean and organize the desk \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       2 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Install necessary software and configure settings \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       3 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Provide required hardware (laptop, monitor, keyboard, mouse, etc.) \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       4 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Ensure access to company networks \n    <\/div> <\/li>\n   <li class=\"item\"> \n    <div class=\"step-number-container\"> \n     <div class=\"step-number\">\n       5 \n     <\/div> \n    <\/div> \n    <div class=\"step-checkbox-container\"> \n     <div class=\"step-checkbox\"><\/div> \n    <\/div> \n    <div class=\"item-name-static\">\n      Stock stationery and supplies \n    <\/div> <\/li> \n  <\/ul> \n <\/div> \n<\/section> \n<section id=\"confirmation-email-of-the-joining-date-to-the-candidate\"> \n <h2>Confirmation email of the joining date to the candidate<\/h2>\n <div class=\"text-content\">\n   Send a confirmation email to the candidate, reiterating the agreed-upon joining date and any additional details they may need. Express excitement about their upcoming start and provide them with contact information in case they have any last-minute questions or concerns. Ensure that the candidate feels welcomed and valued even before their first day of employment. \n <\/div> \n <div class=\"send-rich-email-content form-field-content\"> <!-- No Recipients --> <!-- No Recipients --> <!-- No Recipients --> \n  <div class=\"form-group subject\"> <label>Subject<\/label> \n   <p class=\"form-control-static\"> Joining Confirmation <\/p> \n  <\/div> \n  <div class=\"form-group body\"> <label>Body<\/label> <iframe srcdoc=\"<p>Dear {{form_Candidate_name}},<\/p><p>We are thrilled to confirm your joining date as {{form_Joining_date}}. We eagerly await your arrival and look forward to welcoming you to our team. This email serves as a confirmation of your start date and an assurance that everything is in place for a successful onboarding experience.<\/p><p>If you have any questions or require any further information, please do not hesitate to contact us. Once again, congratulations and we can't wait to have you on board!<\/p><p>Best regards,<\/p><p>The HR Team<\/p>\n<style>*{font-family:Inter,&quot;Segoe UI&quot;,&quot;Roboto&quot;,&quot;Oxygen&quot;,&quot;Ubuntu&quot;,&quot;Cantarell&quot;,&quot;Fira Sans&quot;,&quot;Droid Sans&quot;,&quot;Helvetica Neue&quot;,system-ui,sans-serif}<\/style>\n\" sandbox=\"\"><\/iframe> \n  <\/div> \n  <div class=\"form-group\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-envelope btn-icon\"><\/i> Send <\/button> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"prepare-induction-and-training-plan\"> \n <h2>Prepare induction and training plan<\/h2>\n <div class=\"text-content\">\n   Design a comprehensive induction and training plan for the new employee. Consider the essential topics they need to know about the company's culture, policies, procedures, and goals. Plan to provide them with department-specific training to ensure they understand their role and responsibilities. Include introductions to key team members and stakeholders, as well as any company-wide training initiatives. \n <\/div> \n <div class=\"textarea-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Induction and Training Plan <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"coordinate-with-the-team-for-first-day-welcome\"> \n <h2>Coordinate with the team for first day welcome<\/h2>\n <div class=\"text-content\">\n   Collaborate with the team to ensure a warm and welcoming first day experience for the new employee. Assign a team member or buddy to greet and assist the newcomer. Plan a small welcome gathering or virtual meeting to introduce the employee to their immediate team and provide an overview of their role and contributions. Encourage team members to make themselves available for any questions or support that may be needed. \n <\/div> \n <div class=\"members-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Team Member\/Buddy <\/label> <select disabled class=\"form-control\"> <option value=\"A member or group will be selected here\">A member or group will be selected here<\/option> <\/select> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"approval-hr-manager-for-onboarding-preparation\"> \n <h2>Approval: HR Manager for onboarding preparation<\/h2>\n <div class=\"approval-content\"> \n  <div class=\"header\"> \n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div> \n  <\/div> \n  <div class=\"approval-rule-subject-tasks-list\"> \n   <ul class=\"list\"> \n    <li> \n     <div class=\"approval-rule-subject-tasks-list-item\"> \n      <div class=\"item\"> \n       <div class=\"container\"> <span class=\"title\">Prepare onboarding schedule<\/span> \n        <div class=\"body\">\n         Will be submitted\n        <\/div> \n       <\/div> \n      <\/div> \n     <\/div> <\/li> \n   <\/ul> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"prepare-employee-handbook\"> \n <h2>Prepare employee handbook<\/h2>\n <div class=\"text-content\">\n   Compile and prepare an up-to-date employee handbook that contains all relevant policies, procedures, and guidelines. Include information about the company's mission, vision, and values, as well as key rules and regulations. Ensure that the handbook is accessible and easy to navigate. Consider integrating interactive elements or links to online resources to enhance user experience. \n <\/div> \n <div class=\"file-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Employee Handbook <\/label> \n   <div class=\"file-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"approval-content-for-employee-handbook\"> \n <h2>Approval: Content for Employee Handbook<\/h2>\n <div class=\"approval-content\"> \n  <div class=\"header\"> \n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div> \n  <\/div> \n  <div class=\"approval-rule-subject-tasks-list\"> \n   <ul class=\"list\"> \n    <li> \n     <div class=\"approval-rule-subject-tasks-list-item\"> \n      <div class=\"item\"> \n       <div class=\"container\"> <span class=\"title\">Prepare employee handbook<\/span> \n        <div class=\"body\">\n         Will be submitted\n        <\/div> \n       <\/div> \n      <\/div> \n     <\/div> <\/li> \n   <\/ul> \n  <\/div> \n <\/div> \n<\/section> \n<section id=\"send-onboarding-materials-and-schedule-to-the-candidate\"> \n <h2>Send onboarding materials and schedule to the candidate<\/h2>\n <div class=\"text-content\">\n   Send the new employee all necessary onboarding materials and their personalized schedule. This may include digital copies of company policies, training materials, and other resources that will aid in their transition. Provide clear instructions on how to navigate and access these materials. Schedule any required introductions, training sessions, or orientation programs to ensure a smooth onboarding experience. \n <\/div> \n <div class=\"file-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> Onboarding Materials <\/label> \n   <div class=\"file-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n <div class=\"date-field-content form-field-content\"> \n  <div class=\"form-group\"> <label> First Training Session date <\/label> \n   <div class=\"date-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button> \n   <\/div> \n  <\/div> \n <\/div> \n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Gather and review candidate profile Make sure to gather and review the candidate's profile thoroughly. This task is crucial as it helps to assess the candidate's suitability for the role and ensure a good fit within the organization. Pay attention to the candidate's skills, experience, and qualifications. Look for any gaps or discrepancies that need [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"\ud83d\udcdd","cover_icon_url":"","tasks_count":"20","template_description":"The Pre-Onboarding Process is a comprehensive workflow designed to seamlessly transition successful candidates from recruitment to onboarding.","template_id":"hBZpvdScqvgpISYH7cpPZg","task_0":"Gather and review candidate profile","task_slug_0":"gather-and-review-candidate-profile","task_1":"Check reference details","task_slug_1":"check-reference-details","task_2":"Approval: HR Manager for reference check","task_slug_2":"approval-hr-manager-for-reference-check","task_3":"Send job offer","task_slug_3":"send-job-offer","task_4":"Wait for offer acceptance 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