Employee Onboarding

The Employee Onboarding solution automates onboarding tasks across several departments (HR, IT, etc.). It creates a customizable new hire experience, allowing employees to fill out information required by your organization, setting up that employee in your HR system (UKG in the current solution), and assigning relevant follow-up tasks to other necessary stakeholders.

This solution is currently available in the AMER and APAC regions.

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Install the solution

The Employee Onboarding solution is a paid add-on to the Solution Studio offering. Inquire with your Nintex representative for access and installation instructions.

Access the solution

Access the Employee Onboarding solution from the Solution Studio:

  1. Navigate to the Solution Studio.
  2. Within the Employee Onboarding solution card, click one of the following:
    • Admin app: Administer and configure aspects of the provided flow (and any additional, customized flows).
    • Portal app: Access the end user-facing portal application, where target customers submit applications.
    • The solution card: Edit the solution itself within the solution details screen.

Use and customize the solution

This solution ships with a pre-built Sample Flow, which provides a reference implementation of the stages typically used when onboarding an employee. This flow should be used as the basis for creating a new, customized flow tailored to your organization's employee onboarding requirements.

This default flow includes a start form where new hires submit their information, which is used throughout the following stages:

  1. New Hire Info: The new hire's details are used to generate a portal user and assign them a task to complete their profile and review onboarding materials in the portal.
  2. Business Systems: Provisions an account for the new hire in UKG, and includes a workflow branch for Zendesk setup.
  3. Day 1 Prep: Assigns a task to the new hire's team lead to review their hire's onboarding materials and, once approved, sends the new hire an email with instructions to review their day 1 information.

Create a new, customized flow

To create a new flow for your own onboarding practices:

  1. Navigate to the Employee Onboarding solution details screen.
  2. Click New Flow.
  3. Provide a name for the flow that accurately describes the employee onboarding flow it caters to.
  4. Select the Sample Flow as the starting point.
  5. Click Save.

Common customizations

Employee onboarding is a unique process. With this solution you can tailor the information gathered from the employee, the content of the various tasks and emails, and the onboarding content presented to new hires.

This solution's start form includes the following fields (asterisks indicate fields marked as required):

  • First Name*
  • Middle Name
  • Last Name*
  • New Hire Email*
  • Phone Number (10 digit)
  • Pay Amount*
  • Rate per Hour/Year
  • Job Title
  • Location Code*
  • Job Country Code
  • Salary / Hourly designation
  • Full time / part time designation
  • Start Date*
  • Supervisor

Consider adjusting these fields and their default values in the Nintex Apps Page Designer. Because these fields are created as UI-only fields and passed along with the instance as data, see the UI-only fields and models help topic for more information.

The tasks and emails sent to users, and the content within them, can best be edited within the solution's admin app.

The employee onboarding portal provided with the solution contains the following sections:

  • A list for the onboarding tasks assigned to the user as part of their hiring process
  • An introduction video
  • Helpful resources

Use the Page Designer to update this page to reflect your organization's content.

Extend the solution

This solution uses Nintex workflows to generate users in Nintex Apps as the onboarding portal. UKG is used as the HR system within the workflows associated with this solution (with an optional Zendesk branch). Changing these employee portal/HR systems to other options would entail editing the workflows that ship with this solution and require technical expertise.

Extending this solution in this manner may impact Nintex's ability to provide support.