Employee Onboarding: Onboard new hires in less than 10 minutes

(00:00):

I am excited to have everyone join today. I should be sharing a screen. You should be seeing a slide that says Employee onboarding onboard new hires in less than 10 minutes. If you don't see it, feel free to unmute and be like, I don't see anything on the screen if they're having any technical difficulties, but otherwise, I will go ahead and get started. So here's a quick look at our agenda for today. It's a short one, so hopefully we'll get through their content quickly. I'll do a quick introduction of myself. Then I have just a couple of quick slides on why employee onboarding and then most of it will be our product walkthrough. We'll just go through the product, show you guys the ins and outs, and then at the very end we can take q and a. So if you do have questions that come up throughout, feel free to drop it in the chat or you can hang on to it until the end. It is a one person show today, so I won't be able to answer until the end. So thanks for your patience. So yeah, hopefully we'll be able to get through everything.

(01:03):

So wanted to quickly introduce myself. My name is Brittany. I'm a product marketing manager here at Workstream. I'm based out of the Bay Area in California. I've been at Workstream for about three months, which is short, but I can definitely tell you it feels much longer than that. I've loved it so far. So I'm really excited to be here today and really my roles, what I'm really doing here at Workstream is helping to bring new products to market, such as employee onboarding to customers like yourselves on the call today. So let's talk a little quickly about why employee onboarding. So eo, employee onboarding, we make it easy to onboard while staying connected using the same technology and automation from our hiring product. So a couple quick pillars as to where you can find it beneficial, and we're going to talk through each of these in more detail.

(02:00):

It is easy to use, so it's nested right within workstream. It's easy to access. I like to think of it as kind of a set it and forget it. Once you set up that automation and your onboarding, you can use it repeatedly for new hires as well as that day-to-day management is going to be super easy. Also, digital everything, who really is thinking about physical paperwork anymore really we're going to help you go a hundred percent online with your documents so you can go digital with your forms, with your digital signatures as well as with digital storage. Lastly, it's really employee friendly. You don't really want to provide your new hires a super clunky experience. It really slows down that time to get to day one. So our online experience makes it really easy to complete this onboarding less than 10 minutes. It really helps reduce error with things like data validation, auto-filled forms, as well as form guidance.

(03:01):

So here's a quick overview of how you're going to use eo. I like to think of it as four super easy steps. The first is really setting up your documents and your workflows. Again, we'll talk through this in much more detail, but it is this idea that hey, you're going to set it up once and you're going to forget it because that automation is going to run for you. The second piece is how easy it is to start a new hire's onboarding experience. Once you're in workstream hiring and you've marked an applicant as hired, they will move to EO where you can assign them to the appropriate onboarding for their role. Third, email and text notifications will kick off to these folks to help ensure that everything is going to be completed in a timely manner as well as you can track progress throughout the dashboard as well. And then lastly, you'll be able to enjoy digital document storage within workstream or you have expert options via integration or CSV.

(03:58):

So let's jump right in and do our product walkthrough. All right, so I'm going to toggle over to my demo account and this is what I'll be using for today. So let's jump right in. So as I mentioned, onboarding is a much natural part of our work stream experience. It's going to be nested right here. Once you click into onboarding, you're going to see a couple of different things. On the left hand side we have an overview. The overview is going to give you a high level view of the new hires that you currently have in your onboarding and where they are in the process. We also have processes here. This is where you're going to set up those automated workflows with all your documents, your forms, your resources that your new hires are going to need to complete before starting. Here's we're going to keep track of your employee list and company documents is where you're going to be able to upload and store any company documents that are unique to your business.

(04:57):

So if you have company handbooks, uniform policies, whatever that may be, you can upload and store them here. So it's super easy just right off the bat. So let's talk a little bit about day-to-day management. Day-to-day management is going to be super easy. You come in, you toggle over to your onboarding tab and it's going to give you these four tabs that you see on top, the first being new. So as I mentioned earlier, once you've marked someone as hired, they'll automatically be dropped into this onboarding module and you'll be able to start their onboarding and select an onboarding process that is relevant to their role to do. We'll alert you for employees that need your attention. So is there something that you or someone on your team needs to do to move someone along that's going to be listed under to do? If you go ahead and you click view, it'll pull up the list of outstanding items that you can go through to see what else needs to be completed and it'll tell you if you need to fill that out or if your employee needs to fill that out. Same with in progress. In progress lets you know if there's something the employee that needs to be completed. So is there something that is being held up because they're not moving through the progress, through moving through the process. So again, you'll be able to click view and it'll pull up that list of outstanding items and then completed is just going to show you a list of the employees that have completed their onboarding. So this will be a good way to keep track of everyone that's finished.

(06:29):

So another cool thing is if you click on anyone's name, you will be taken to their profile where you'll see information fill out as they fill it out and as they populated. So if someone is going through their onboarding process and filling out their basic information or whatever else information you might be asking of them, that's going to come in here as they fill that out. Additionally, this is where we're going to do that document storage for you. So as they upload documents, you'll be able to see them here as well as upload documents if you have something outside of that that needs to be stored here for that employee as well. So all here for safe record keeping. You will also have the option to download these forms once there are forms, so you will be able to download and keep them somewhere else if you need to.

(07:15):

So let's jump right into creating a process. I'll walk you through what that looks like and how easy it is and how much customization that you can have with it. So right here under processes, I'm going to create a new process. I will go ahead and create a name for that process. So that's kind of what you want to do. So I can say something like Utah Barista for example, and click next. So here's where you can see all the different modules and things that you can add depending on what you need to do Onboarding. The default one that we have is basic information. You're definitely going to want to take a look at this all is it's really setting up what is that basic information that you are going to need from your new hires regardless. So at the top you will be able to select the role from your business who will be responsible for monitoring this and filling this out if there's information missing. So you can assign that to a super admin or to individual users and then you can also manage those fields. So I'll leave these defaults for now, but you can take a look and see that you can turn some off if some are not relevant to you, you can make them required or you can make them optional.

(08:30):

And then you can also set up things that you would like the employee to fill out. So most of them are pretty standard things like their name, phone, email, but if you want things like emergency contact information et cetera, you can also customize that here. So now you can add other forms and documents. So we have some out of the box forms like w fours as well as I nines that are updated so you don't even have to worry about making sure that they are up to date. We'll make sure of that for you. Adding them is super straightforward. You just go ahead and click, I want to add a W four and it's added same thing with any other of these forms. So depending on what you need, you can go ahead and essentially think of it as like a drag and drop. We also have integrations with some government processes such as the WTC as well as E-Verify if you want to go ahead and add those.

(09:25):

We also work with payroll providers such as a DP if you have an integration need there. Also all our forms are integrated with Hello sign, so you can rest assured there's a digital audit trail as well as these are going to be considered ballot signatures. So for the sake of this example, I'm going to go ahead and add that W four and then another unique feature here is that you can do custom forms. Custom forms are for if you need to do something that is outside of these standard forms, you can go ahead and do that. So let's say you wanted to ask additional questions of your employees, you can do so. So let's say you wanted to ask, I don't know, for whatever, do you have any allergies? You can go ahead and do that and you can add that there and that's a custom question that is going to be asked of them during the onboarding process. You can also add a reviewer if you need to. Another thing with the custom forms is you can go in and edit if you want to add other things. So let's say you also wanted them to upload something, you can actually do a file upload and ask for that too. So let's say an example I give is can we get a headshot of you for the employee wall or something? Can you upload a photo yourself?

(10:44):

You can also go ahead and do that. So we'll save that there, save and go back. So it's really easy again to build out this form unique to what it is that you need to ask of your new hire.

(11:01):

Okay, so then as well as if you would like to go ahead and upload company documents, you can also do that here. So we give the ability for you to upload and customize your forms from scratch. So let's say you have a uniform policy or a company handbook that you need to assign for whatever reason, you can go ahead and do that here. So once you go to set up, you can upload that document. So I'm going to go ahead and upload a fake form from my computer. You can also select you would want it to sign it, but we can go ahead and so let's say you want the employee to do it, you can go ahead and prepare that document and here's where you can go ahead and see the form editor. We make it super easy again to customize this form for online fill out.

(11:53):

So you can drag and drop a signature line, you can drag and drop a date that you want them to sign the date form as well as their name if you want phone number, text, et cetera. So you can drag pretty much anything over. If you want dual signature, you can do that as well. You can incite it to the employee or you can say Okay, I also need to sign it. So there's many options that you can do to customize this form and once you go ahead and set that up, you just select it and save and that is part of your process. So we've made it again super easy and it one more thing as well. If you do have and for any reason you want to also have them, maybe they need to view some resources again before they start. We also have the ability to add form elements. So let's say you have a video that you need them to walk before they join some kind of employee training, whichever it is, you can go ahead and embed a YouTube video clip or whichever and that will allow you the ability to embed a video in

(13:03):

And

(13:04):

That's how simple it is to create a process and once you've set up that process again, it's going to be very easy to assign that to an employee once they start. So as you see, I just set up that Utah barista one. If I go ahead and click start onboarding now I can now select that and assign that to this employee and once I go ahead and click onboard, it'll kick off an email and a text message letting them know that we are ready for them to fill out their documents. So let's talk a little bit about that employee experience. As I mentioned, once you drop someone into an onboarding flow, it will send them an email and a text message letting them know, Hey, we're ready for you to start. If you ever want to see what that experience looks like for them, that is available, you can go to your employee list, click on an employee, and this employee onboarding link is going to show you exactly what they see.

(13:59):

And this is also a really good use case as well. So let's say come day one, they come in and they haven't really completed much yet, that's okay, you can actually go into workstream, grab that link, pull it up on a laptop or something and have them fill it out right then and there. So this link is unique to that new hire so it's available to use. So I think that's going to be really seamless for you guys. So let's talk about how quickly they can move through it. So as you'll see throughout the form, we let them know according to how you set it up, what's required, what's not, all based on that basic information customization that we saw earlier. You'll see that we pull in information that we already know. This is that auto filling information. That way your new hire doesn't have to fill out the same information over and over again. It makes it lot easier. We also have validations on these fields to make sure that there's no user error. So example, let's say email. They for whatever reason forget to actually put the email in. If they go ahead and try to submit it, we're going to tell 'em, Hey, you need to enter a valid email address So that really make sure that they are providing the right information, which is we're going to help reduce that back and forth. Need for corrections.

(15:13):

Also with government forms, we know government forms can be a pain for people to fill out. So we do provide form guidance. So when we say, Hey, you need to fill this out, we are not going to drop them right into the form. We are actually going to walk them through with questions so that as they're filling it out, we are going to be on the backend filling in that form for them. So that way, and again, here's some of that form validation. That way we are really guiding them through their form. It's making it so that it's not this intimidating government or tax form right up front. It really helps to make it easy for them to fill out with that guidance. Lastly, if you did add any of those custom questions, whichever they can fill that out here. So if they have any allergist, they can say yes or no if they need to upload something, they can. And if you embedded any videos that you needed them to watch, this is where they can. And then here's where they're going to be able to sign a document as well. If you did upload any documents for them to fill out. So here's where that document is, they can go ahead and fill out what they need as well as click to sign.

(16:20):

So really that's basically the main parts of employee onboarding. So again, we've talked through how easy it is to log into workstream, go to that onboarding tab, see how easy it is to manage within onboarding what's going on on a day-to-day basis. Creating that process is also going to be really easy as well as bring all your forms online, making it easy to fill out. And then on the employee side, this employee link right here that we send via email or text is going to make it super easy for them to fill out everything online with guidance and again with that help with reducing manual error. So that all in all helps to reduce that time it takes for someone to fill out that paperwork and be ready to start day one.

(17:10):

Awesome. So I will go ahead then and jump over to q and a. I do see some questions coming in, so I will just pop the open right now and see what we got here. So I will definitely do my best to answer all your questions. If I do not know the answer to a question, I will definitely take down your name and I can always get back to you after the fact as well. So let me take a look at the questions here. Okay, first question from Daniel is the E-Verify module automated such as does it verify the employee with the E-Verify website? So our E-Verify module, let me go ahead and go in here. I'm just going to do a quick task in. So E-Verify does ask you to add the form as well as select the account. So if you do have the E verify account, that's where it connects it. I'm not sure if that answers your question, but basically it does ask you to connect the E-Verify account, so it does connect with the E-Verify website.

(18:14):

And then Daniel asks again, how would you verify the person is who they say they are? Is there a way to have them upload IDs? So we do have the I nine form I nine process, which allows them to, I believe, upload those documents so there is an ability for them to say, upload the id, et cetera. However, it is worth noting that we don't, the workstream process doesn't replace that inspection process. So it is something where obviously as you guys know, first day that the employee comes in, you guys still have to do that manual inspection. This just makes it easier for them to fill out that form in advance and maybe you can have storage of some of those documents already online, but it does not replace that manual inspection. Next question, Alicia, for the annual ask, upload their proof. I think I just answered that question. So if you go ahead and if form I nine asks you to give me one second,

(19:17):

Go ahead and add it.

(19:26):

So form I nine is going to ask them for some of that information and then there's the ability as well to say, okay, what documents did your employee bring in as well as be able to upload them.

(19:43):

Question

(19:43):

From Amy, does workstream email new hire termination notifications? I'm not sure I am understanding the question. Amy, if you want to ask again or come off mute, I'm happy to answer. Could you clarify what you mean by that question?

(20:30):

If

(20:30):

Amy is available to clarify the question, I'm not quite sure. Email what you mean by email. New hire termination notifications. So if you want to come off mute, feel free to come off mute. Oh there

(20:44):

You are. Currently using a Nyer job when

(20:51):

An employee is hired or termed, I will receive an email notification. So when you move an employee or when an applicant is moved from hiring to onboarding, we do send you, are you talking about offer letters, Amy? So we do have offer letters within the platform. I'm not sure about termination letters though, so I think hopefully that answers your question. So we do have offer letters if that's what you mean, but to my knowledge not termination, I letters

(21:33):

Alicia

(21:34):

With sending an offer letter be under onboarding or another section. I believe that our offer letters are under the hiring module, but that might be something I need to double check for you. Alicia,

(21:59):

Next question we have, you may have already talked to this by wanted to see what the cost is. I did not cover cost today. So our pricing for employee onboarding is based on number of locations as well as how many employees that you generally have. So it is going to be different depending on your business. So if you are interested in learning more about that after this webinar, we will be reaching out to chat more. At that point you can get some more custom pricing in terms of what works best for your business. Amy, basically Amy was saying this person has been hired, this person has terminated I think yeah, so we do send a notification when someone has been moved from hiring to onboarding for terminated. I don't believe we do that, but that is something that I can follow up on.

(22:52):

Amy, are background checks offered in either this application process or onboarding? Yes, background checks are offered. Background checks are part of our hiring process, so I can show that really quick. I'm happy to show you while I'm here. If you go to your positions and click edit position as part of your stages, you can add a background check stage and we have an integration with a vendor called Checker. So you can go ahead and add a background check stage here and that will allow you to run background checks. I think through this flow you'll be able to set up a connection with Checker as well as get that pricing. But we do have it with a vendor called Checker. Alicia, if we are already using workstream, is this already built in? Employee onboarding is an add-on product. So if it is something that you are interested in using, this is something that does come in additional costs and once you go ahead and decide that you want to add that to your account, this is when we would activate it for you and you'd be able to use it.

(24:07):

I think there's something in the chat.

(24:12):

Marcia asked in the chat what is the cost answered a little bit earlier, but I'll answer it again. The cost of employee onboarding does depend on how many locations you have as well as generally how many employees that you are hiring. So it is going to be different for everyone. So if you are interested in learning more about pricing, we will be reaching out after this webinar for folks who are interested in learning more and at that time you can work with one of our hiring specialists to figure out what that cost is depending on your business.

(25:19):

Cool. Any other questions? Let's see if there's anything coming down. Okay, Alicia, can you

(25:30):

Add a background check to a current employee? We do not currently have the ability to add a background check within the onboarding flow. It is currently part of that earlier applicant process, but that is a good suggestion and I can definitely bring that back to the product team to consider background checks for current employees or at least someone who's moving through the process if you weren't able to get it earlier. Amy, does the employee have access to the document storage? No, they do not. So this is stored for you within workstream, so the employee doesn't currently have a way to say log in and download their files for example. I think that's for one, there's security reasons for that, but two, also if the employee does want their documents, if that's something that you want to share with them, you do have that option to download it from their profile and email it to them if you'd like. But generally speaking, our product does not support the ability for an employee to log in and get their own information, not at this time.

(26:45):

How long do we have access to these docs if we were to leave your service? That's a great question. I think at this time you would be able to, I think there's ability for you to make sure that you can get your docs and download them if you need to. If you were going to leave our service. I don't think it's something where you can't have the documents. So if this is something that was going to happen, we do have export options as well as there is an ability to download the documents from the employee profile. So there is an ability to get those. So I don't think would, I think this is something that you would have to work with the CSM through if that is something that you were looking to explore. But again, there is an ability for you to download those documents during and I'm sure before you end your service. If you

(27:48):

We continually use the doc files such as adding performance reviews each year? That's a great question. I think that moves a little bit into this field of ongoing employee engagement at this time. This current onboarding feature or this current onboarding module is really for that new hire paperwork, really getting them all set up before that day one process after the fact. We are still exploring our product in terms of ongoing employee management, ongoing employee paperwork, that kind of thing. So I would say not exactly, however, there are ways to utilize the onboarding processes to run processes through. So it's a possibility where if you have employees that are stored here in your onboarding, you could technically create a process that's like oh, for whatever reason, an annual form, whatever it is, and you could technically run your employees through that. However, that is more of a workaround, not necessarily the standard operating. So I would say for now really think of this as that new hire paperwork focus and then for ongoing that is something that our product is still exploring.

(29:12):

Is this onboarding process different from that offer through a DP? I'm not an expert on a DP, however I know that a DP does have something similar. We do have an integration with a DP workforce now, so if that is something that you're interested in using, basically the ability to either from hiring, you can basically say, Hey, I want to just export them straight to a DP and do onboarding and a DP if that's what you so choose. Again, not an expert exactly all the ways a DP works, but we do have that integration available. If you were to say, Hey, I did all my hiring and work stream now I want to go ahead and put them through my A DP onboarding, we can help you set that up.

(30:26):

All right, any other questions? I think about the bottom, anything I didn't answer or anything you want clarification on, we have the time. Happy to answer them.

(31:00):

All right, I'm not seeing any other questions come in so I will just start wrapping up. And again, if you have any last minute ones, feel free to drop them in. But I wanted to thank you all again for coming today. We're really excited to show you guys this product. We will send out a recording of this afterwards, so if you wanted to review it again, you can definitely feel free to do so. You will be receiving a recording and yeah, I think after this you guys can expect we are going to just reach out and make sure if you need any other, if you're really interested or have any other additional questions, we'd love to chat with you. You guys probably saw in the email, if not, we are offering a $50 gift card for folks who do meet with one of our hiring specialists after this.

(31:48):

So if you are really interested in employee onboarding and I want to talk more with one of our representatives, we are going to reach out to schedule some time and if you go ahead and meet with one of our hiring specialists, you are eligible for that $50 gift card just to thank you for the interest in our new products. So stay tuned for that. Reach out. We hope to see you guys on the employee onboarding side. Other than that, again, if you have no other last minute questions, I will go ahead and give you some time back. And thank you again to everyone for joining today. We are and hope you guys again, hope to see you guys on the employee onboarding side.