Talent
Build onboarding templates
Define the standard tasks every new hire goes through, who owns each one, when it is due and which tasks must be done before the first salary.
3 min readLast updated
In this article
An onboarding template is the standard checklist for a group of new hires: what must happen, who does it, and by which day. You build it once. Each time you assign it to a new employee, or hire someone from a job posting linked to it, the system turns its tasks into that person's own checklist with real due dates.
Create a template
Open People › Talent › Onboarding Management. The Onboarding Templates list shows each template's department, employment type, number of tasks and status.
Select New Template.
Enter the Name and the Name (Arabic), and a Description if it helps.
Choose the Employment Type the template is for, or all types, and optionally a Department.
Under Required documents, tick the document categories the new hire must supply, such as an ID copy or a qualification certificate.
Keep Active on so the template can be assigned.
Under Tasks, select Add Task for each step and fill in the task fields described below.
Select Save.
Task fields
Field | What it means |
|---|---|
Task Title, Task Title (Arabic) | What must be done, for example "Issue laptop" |
Instructions | How to do it (in the task sheet on the details view) |
Assigned To | The owner: HR, IT, Finance, Manager, Security or the Employee |
Due Day Offset | Days after the joining date the task is due, from 1 to 365 |
Sort Order | The task's position in the checklist |
Required | A required task cannot be skipped on the employee's checklist |
Blocks Salary | Marks a task that must be finished before the first salary is paid |
The due date of each task on an employee's checklist is the joining date plus its Due Day Offset. The whole checklist gets a target date of the joining date plus 30 days.
Change the tasks of an existing template
Editing a template changes its header only. Manage its tasks from the details view:
Open the row's actions and select View details.
Select Add Task to add a step, or use Edit or Delete on a task.
A new task applies to checklists created after you add it; checklists already running keep the steps they started with. Edits to an existing task, such as its title, owner or flags, show on every checklist that includes it. A task that is already part of an employee's checklist cannot be deleted.
Link the template to hiring
Choose the template as the Onboarding template of a job posting. When an application for that posting is converted into an employee, the system assigns the template automatically. You can also assign it by hand from onboarding runs.
What happens next
Running checklists are followed on the Onboarding screen. See track onboarding.
A blocking task shows on the employee's checklist with a Blocks salary badge and counts in its blocking-steps tile, so payroll staff can see what is still open before the first salary.
Common questions
Why can I not delete a template? It has been assigned to at least one employee. Switch Active off instead, so it is no longer offered for new hires.
Can one employee have more than one template? Yes. A new hire in IT can run the company-wide template and an IT-specific one. The same template is never assigned twice to the same person.