Complete Guide to Policies for Onboarding

From Policies, you can add items that your employees are required to acknowledge such as employee handbooks, sexual harassment policies, and safety policies. This can be done by:

  • Uploading the document for the employee to review and acknowledge
  • Create a statement that the employee can acknowledge if the document/item to be acknowledged is stored elsewhere.

Either option listed above requires the new hire to click an "I Acknowledge" button or link that will date and time stamp their acknowledgment of the statement/policy. The date and time stamps are stored in the Electronic Filing Cabinet for future reference.

Navigating to Onboarding Policies
  • Click Administration from the top menu bar of Onboarding.

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  • In the Administration menu, click the Policies tab.

    ONB_Administration_Menu_-_Policies_-_00.png

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On the Policies page, you can review your policies and upload document types, if any. Clicking any of the headers allows you to sort your columns.

Adding a Policy

  • Click Add Policy.

    Policies_-_Add_-_00.png

  • Enter the necessary information for the policy.
    • Enter the sort order (e.g. 1,2,3,4,...)
    • Enter the title of the policy.
    • Enter the policy acknowledgement.
      • The statement entered in the policy acknowledgement field will be displayed to new hires.
      • If the policy does not have an attached document, the statement should read similar to "I acknowledge that I am expected to..."
    • If the policy is to have an associated document, you can upload the document here.
      • Any attached document cannot be digitally signed or filled in. The document will be View-Only and are electronically acknowledged.
      • The attached document should be in a PDF format. 

    Policies_-_Add_-_01.png

  • When finished, click Add.
  • Once added, you will see the title of the policy you've added to your policy listing.

Viewing a Policy

If a policy has a document attached, you can view the document from the Policies page.

  • Under the Actions column, click the ... button.

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  • Click View Policy.

    Policies_-_View_Policy_-_00.png

  • The document will be presented for reference.

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  • When finished reviewing the document, click Close at the bottom of the modal window.

If the policy does not have a document attached, the "View Policy" option will not be listed.

Editing a Policy

  • Under the Actions column, click the ... button.

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  • Click Edit.

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  • Edit the policy as needed. If you are unsure what the fields mean, you can refer back to Adding a Policy that provides additional information.

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  • When finished, click Save.

Deleting a Policy

  • Under the Actions column, click the ... button.

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  • Click Delete.

    Policies_-_Delete_-_00.png

  • The following modal window will appear. Click Disable to delete the policy.

    Policies_-_Delete_-_01.png

Policy Activation Settings

If you have previously set up your Onboarding Locations and Job Titles, the policy can be directed to the specific Location and/or Job Title. 

  • Under the Actions column, click the ... button.

    Policies_-_Actions_-_00.png

  • Click Policy Activation Settings.

    Policies_-_Policy_Activations_Settings_-_00.png

  • Use the checkboxes for the Locations and Job Titles that should view the policy.

    Policies_-_Policy_Activations_Settings_-_01.png

  • When finished, click Save.

Upload Document Types

Document Types allows you to organize items that you want in the Electronic Filing Cabinet uploaded for the employee record (e.g. driver's license, certification document, etc.).

Adding an Upload Document Type 

  • Click Add Document Type.

    Document_Type_-_Add_-_00.png

  • Enter the name for the document type.

    Document_Type_-_Add_-_01.png

  • Click Add when finished. 

Editing an Upload Document Type 

  • Under the Actions column, click the ... button.

    Document_Type_-_Actions_-_01.png

  • Click Edit.

    Document_Type_-_Edit_-_00.png

  • Edit the upload document type name.

    Document_Type_-_Edit_-_01.png

  • When finished, click Save.

Deleting an Upload Document Type 

  • Under the Actions column, click the ... button.

    Document_Type_-_Actions_-_01.png

  • Click Delete.

    Document_Type_-_Delete_-_00.png

  • The following modal window will appear. Click Disable to delete the upload document type.

    Document_Type_-_Delete_-_01.png

How Acknowledging a Policy Appears

When a new hire is filling out their paperwork, they will see the policies you created at the "Policies" step.

Acknowledging a Document

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Acknowledging a Statement

Acknowledging.gif

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