Configure Processes

Processes can be configured to create a unique Onboarding experience for new hires. Onboarding administrators can create up to 1,000 processes. Only one process can be assigned to each new hire.

1. On the Onboarding Process Settings page, select Add to create a new process. To edit an existing process, select the Name of the process.
2. On the Onboarding Process Details page, enter the name and description.

   Note:

   The description helps others determine which process to apply to new hires. Only the Onboarding owner can view the name and description in the Onboarding Details section, not the new hire.

3. Complete the Language Prescription section, which defines the language of the process that is presented to the new hire.
   1. Select None to present the process in the new hire’s preferred language. New hires select their preferred language from the language menu in Onboarding.
   2. Select Recommended to present the process to the new hire from a list of recommended languages. The new hire can override the recommended language by selecting a different language from the language menu on the Onboarding landing page.
4. In the Task Settings section, at the Due Date (for New Hire) field, enter the number of days in which the Onboarding tasks are due before the new hire's start date.
5. At the Before Your First Day field, enter the number of minutes it will take the new hire to complete the Onboarding process.

   The customized message appears below the Before Your First Day section when a new hire logs in to Onboarding.

6. Complete the Diversity and Equity section. For US new hires, select whether the Veteran Status, EEOC Information, and Disability Status options should appear. If these options are not enabled, the page or question associated with the excluded item will not appear to the new hire.
   1. Select the EEOC gender option:
      • Female and Male, which is the default option.
      • Options per US Employee Gender Business Rules from UKG Pro. Review the Configure Diversity and Equity for Onboarding topic for instructions on required steps in UKG Pro.
   2. Select On for the Veteran Status option, and then select Yes or No for the Display US Federal Contractor Statement option:
      • Select Yes for a government contractor veteran status statement to appear for new hires.
      • Select No for a generic non-federal contractor veteran status statement to appear for new hires.
      Each statement appears below the options so you can preview it.
   3. For the Disability Status option, select On, which is the default, and then complete the related options:
      • Allow New Hire to Request Reasonable Accommodation – Select Yes if your organization would like to ask new hires if they need any reasonable accommodation to perform their job. This option defaults to No, which indicates the Reasonable Accommodation page will not appear for new hires.
      • Display US Federal Contractor Statement – Select Yes to display the US federal contractor statement. Each statement appears below the Yes/No option so you can preview it.

      Note:

      The Disability Status statement for federal contractors produces a PDF of the federal form that flows to UKG Pro via employee documents. The non-federal contractor Disability Status statement will not produce a form, but the answers will still flow to UKG Pro and get processed with supplemental data.

7. For Canadian new hires, select whether the Gender Information, Visibility Minority Status, Aboriginal Identity, Disability Status, and Ethnicity Information options should appear. If these options are not enabled, the question associated with the excluded item will not appear to the new hire.
   1. Select On for the Gender Information option. The gender options are based on the Employee Genders business rule in UKG Pro.
   2. Select On for the Visible Minority Status option.
   3. Select On for the Aboriginal Identity option.
   4. Select On for the Disability Status option. If On is selected, another option appears where you can select Yes to ask about the disability type. The disability types are based on the Disabilities business rule.
   5. Select On for the Ethnicity Information option. The ethnicity options are based on the International Ethnic Code business rule.
   6. At the Diversity and Equity Statement for Canada option, select either Default Text or Use Custom Text. If Use Custom Text is selected, enter the text you would like to appear at the top of the Additional Information page. Custom text will not be translated into the new hire's preferred language.
8. For US new hires, select whether the Form I-9 should appear.
   • When Form I-9 is enabled, new hires are required to provide their Form I-9 information within Onboarding.
   • When Form I-9 is disabled, you cannot use Onboarding to complete the Form I-9 requirements for any employees assigned to this process.

   Note:

   If E-Verify is enabled and Form I-9 is not, the new hire cannot be sent to E-Verify via Onboarding.

9. Select whether Direct Deposit should appear. If Direct Deposit is enabled, you can select whether it is Optional or Required for new hires assigned to this process.
10. Select whether Tax Forms should appear. If Tax Forms is enabled, new hires are presented with Federal and State tax forms to indicate their income tax withholding.
11. Select the applicable Residency and Wage Forms to be provided to new hires assigned to this process. Several forms are available in Onboarding:
    • New York Wage Notice
    • Washington, DC Notice of Hire
    • Pennsylvania Residency Certification Form
    If other forms are needed, they can be created on the Company Uploaded Documents page (Document Library > Company Documents).
12. In the Onboarding Process Documents section, you can add a company document (Document Library > Company Documents) and a new hire uploads document (Document Library > New Hire Uploads) to be assigned to a process.
    1. Select Preview to view an example of the document.
    2. Use the up or down arrow to Reorder how documents are presented to a new hire.

       Note:

       Document revision, or removal from a process, is managed from the Document Library.

13. In the Process Notifications section, select which notification options you would like to enable and be sent automatically:
    • Welcome Email (sent to new hire when new hire is launched)
    • Mentor Assigned (sent to mentor when they are assigned a new hire)
    • New Hire Tasks Completed (sent to Onboarding owner when new hire completes their tasks)
    These options can be customized based on the type of new hire.
14. In the Provisioning section, select Add or Remove Items to include items based on the type of new hire. If enabled, you can determine if the Provisioning Item should be Requested By Default.
15. Select Save.

    The Onboarding Process Settings page displays the newly created process in alphabetical order. After processes are created, an Onboarding administrator assigns documents and links to each specific process.