Tracking and Managing the Onboarding Process

It is important to stay up to date on how the onboarding is progressing for the various new joinees who have come into the system. Knowing what tasks are pending will help you keep an eye out for bottlenecks or potential issues which can delay the onboarding experience for a new joinee. This can be critical especially in cases where you are trying to onboard. 

You can do this from the Summary page in the Onboarding section. You can manage the onboarding flow for each of the new employees from this screen and ensure that the process is smooth. 

Navigate to Org (1) from the left navigation pane and then select Onboarding (2). You should be on the Summary tab (3) by default on this page. 

This page will show the stage that the various employees going through the onboarding process are in. You can see three stages here - Joining Day, Day After Joining, and Week After Joining. If you see that there are overdue tasks for any employee in any stage, you can take steps to ensure that the tasks are getting completed. 

If you have multiple onboarding groups, you can select the one you want to see the status for here by selecting the onboarding group name from the drop-down titled Onboarding Group. 

You can also perform certain actions from this page including changing the onboarding group, or skipping or cancelling onboarding for an employee. 

To do any of these actions, click on the three dots icon on any employee card. From the drop-down, select the relevant option. 

Skip Onboarding - This option will skip onboarding for this particular employee. You can find this employee details in the Skipped tab on the Initiate Onboarding page. You can re-initiate onboarding for these employees at a later date if needed. 

Update Onboarding - This option lets you change the onboarding group that the employee belongs to. This will re-initiate the onboarding process for the new employee as per the stages configured in the selected onboarding group. 

Cancel Onboarding - This is where you go if you want to cancel the onboarding for an employee altogether. This can be handy in cases where the employee leaves midway through the process or if you decide to not put that employee through your standard onboarding process. 

If you want to see more specific details of the onboarding process for a particular employee and see which tasks are pending to be completed, click on the respective card. 

This will take you to the Onboarding page on the employee profile. You can also get here by searching for the employee from the search bar and selecting the Onboarding tab on their profile.

You will see the various task assigned as a part of the onboarding process and the stages they belong to. There are a few important actions that you can perform from this page. You can drag and drop cards to move them from one stage to another. 

You can also view the details regarding a task, edit the task, or mark a task as not applicable. Click on the three dots icon on each task card and select the desired option from the drop-down. 

Select View from the drop-down to see more details regarding the task. This will take you to the View Task window where you can see particular details regarding the task. 

If you want to edit these details, select Edit from the drop-down.

On the Edit Task page, you can edit details like the Task Name, Description, select the Task Status, change who the task is assigned to and who the validators are. You can also attach files, change the due date for the task and more. 

Click Save once you have made all the changes needed. 

You can also mark a task as Not Applicable from this drop-down. This will remove the task from the list. 

You can also customize the onboarding for the new employee by clicking on the +Add Task button on this page. 

In the Add Task window, you can add details such as the name of the task, the description, and also assign the task to a particular employee. You can also choose to have a validator to acknowledge that the task is complete.

There is also an option to attach files and set a due date for the task. Once you have added all the details, click Add to save the new task. 

You may also have to validate or approve certain tasks to finalize them and mark them as complete. You can see this from this screen. Click on the Take Action button on the task card in the Completed section to validate any task. 

This will take you to the Take Action page where you can approve or reject a task. Check the relevant details of the task to verify whether it is completed and then click on Approve or Reject as you wish. 

This concludes the section on tracking and managing the onboarding process. You can ensure a smooth onboarding experience for the new employees by relying on the Keka HR Portal and keeping a watchful eye on the tasks. Still have unanswered questions? Get in touch with our product experts today!

To understand more about initiating onboarding process click on this link Initiating Onboarding Process