Onboarding

Onboarding is the workflow for preparing employees to join your organisation. Use it to give each new employee a clear path through the work that needs to happen before and after their first day.

Open it from Workflows › Onboarding.

How Onboarding is organised

An onboarding process is a reusable plan. It contains ordered stages, and each stage contains tasks.

The employee is added to a stage, not directly to the process:

Process → Stages → Tasks
             ↑
          Employee

For example, a process called Standard New Hire might contain Preboarding, First Day, First Week, and 30-Day Check-in stages. Each stage can then contain the tasks your team normally completes at that point.

You can use the same employee in more than one process at the same time. Inside each process, an employee can be in one stage at a time. Moving an employee to another stage takes them out of the previous stage and clears the tasks assigned to them there. Assign the tasks for the new stage from the employee’s row.

Create a process

1. Open Workflows › Onboarding.
2. Select New Process.
3. Choose one of the following:
   • Create from scratch to define your own process.
   • Start with a template to create a ready-to-edit starter process with practical stages and tasks.
4. Enter a process title and, optionally, a description.
5. Save the process.

You do not choose a workflow type in the form. The section you opened determines it, so a process created here is an onboarding process.

Each process is automatically associated with your current company. You do not need to choose a company, and you cannot change it from the process or stage forms.

Start with a template

The onboarding template creates a process with starter stages such as Preboarding, First Day, First Week, and 30-Day Check-in, together with example tasks.

The template creates an editable process. It does not add employees or copy employee progress. When possible, the person who creates it is set as the initial owner of its stages and tasks; you can change the owners afterwards.

Add and manage stages

Stages are the major steps in the process. From the process panel, open Actions › Add Stage.

For each stage, you can set:

• Stage Title – a short, recognisable name such as Equipment & Access.
• Description – optional context for the people working in the stage.
• Stage Owners – the people responsible for managing the stage and its work.
• Final Stage – marks the stage where the process is complete.

Use the stage Actions menu to:

• add an employee to the stage
• add a task to the stage
• edit, clone, reorder, or delete the stage

Keep the stage order meaningful. The Move Up and Move Down actions change the order used on the workflow page.

Use each task’s Actions menu to edit, clone, reorder, or delete that task.

You cannot delete a stage while employees are assigned to it. Remove or move those employees first.

Add and manage tasks

Tasks are the individual pieces of work inside a stage. Use Add Task in the stage or from the stage’s Actions menu.

For each task, you can set:

• a task title
• an optional description
• Default Task Owners for the people who normally complete that type of work

Default task owners are a starting point when you assign a task to an employee. If the work needs to go to someone else, you can change the owners for that employee’s task.

Use the task menu to edit, clone, reorder, or delete a task. Cloning a task copies its title, description, and default task owners.

Add employees to a process

Employees are added from a stage:

1. Open the stage’s Actions menu.
2. Select Add Employee.
3. Choose the employee and save.
4. From the employee’s row, use Assign under each task they should complete.

An employee may appear in several onboarding processes—for example, a standard new-hire process and a separate compliance process. Within one process, the employee appears in one stage only.

To move an employee, change the Stage in their row. The employee’s assignment moves to the selected stage, and you can assign the tasks that belong to that stage.

The employee row shows completed tasks over total assigned tasks, so you can see progress without opening every task.

Assign task owners

There are two useful levels of ownership:

• Stage Owners manage the stage and its related setup.
• Task Owners are responsible for completing a task for a particular employee.

You do not need to assign a separate process owner. Assign owners where the work happens: use stage owners for each stage and task owners for the work itself.

To change the owners for one employee’s task, select the people button beside that task. The owners for that employee are shown in the employee row.

Track task status

Assigned tasks use these statuses:

• Todo – work has not started.
• Scheduled – work is planned for a later time.
• Ongoing – work is in progress.
• Stuck – work is blocked and needs attention.
• Done – work is complete.

Stage owners and task owners can update the statuses they are allowed to manage. The final stage is a useful place to close out the process once the onboarding work is complete.

Add notes and attachments

Use the employee row’s Actions › Notes option to record context about that employee’s onboarding assignment. Notes are attached to the employee’s current stage assignment and can include files.

The note panel lets you:

• add a note
• attach files to an existing note
• edit or delete notes when you have the required access
• open attached files

Stage owners and users with the relevant note permissions can manage notes. Task owners can view and add notes for employees whose tasks they own. Note editing and deletion remain restricted to stage owners, administrators, and users with the corresponding permissions.

Use Actions › Send Email when you need to contact the employee directly. Email access follows the existing employee email permission.

Choose a process and keep your place

Use the Process selector at the top of the page to switch between onboarding processes. The selected process is included in the URL, so a shared link or notification can open the same process directly.

After you add or change a process, stage, employee, or task, the page refreshes and keeps you on that process. The current process remains selected while you continue working.

Clone a process

To reuse an onboarding setup, open the process Actions menu and select Clone Process.

The copy includes:

• the process title with “(Copy)” added
• the process description
• all stages and their order
• stage owners
• all tasks and their order
• task descriptions and default task owners

The copy does not include employees, task assignments, task statuses, notes, or progress. Review the copied owners and names before using the new process.

Delete a process

You can delete a process from its Actions menu if you have permission. A process cannot be deleted while employees are assigned to any of its stages. Remove or move the employees first so their workflow history is not deleted accidentally.

Permissions and visibility

What you can see and change depends on your HR+ permissions and your role in the process:

• users with the relevant process, stage, task, or assignment permissions can manage those areas
• stage owners can manage work in their stages
• task owners can work on the tasks assigned to them
• employees can see the onboarding work relevant to them

If an action is not visible, ask your workspace owner or HR administrator to review your permissions or assign you as a stage or task owner.

Recommended setup

Start with a process that is small enough to keep current:

1. Create four to six clear stages.
2. Add only tasks your team will actually track.
3. Set default task owners for recurring responsibilities.
4. Add one employee and test the flow from the first stage to the final stage.
5. Remove or revise steps that do not help the team.

Good examples include Preboarding, Equipment & Access, First Day, First Week, and Wrap-up. Avoid vague names such as Phase 1 or HR things.

From Hiring to Onboarding

Hiring and onboarding are connected but serve different purposes:

• Hiring helps you choose the right person.
• Onboarding helps you prepare the employee once they are joining.

After a candidate is hired and has joined your ClarityLoop workspace:

1. confirm that the employee profile is available in HR+;
2. open Workflows › Onboarding;
3. choose the process and starting stage;
4. add the employee to that stage;
5. assign the tasks they need to complete.

For more information about the hiring handoff, see Hiring.