This article is intended for customers that are using the Pro version of ClockOn. If you are using the Starter or Standard packages please refer to our Adding Employees article.The ClockOn Pro version enables an advanced onboarding process. This provides additional functionality, such as the ability to generate, send, and store employment contracts from internal templates and preform "Right To Work" employee checks.
This article contains the following items
Creating Onboarding Requests
Before adding employees, we recommend reviewing the Document Templates article. This is useful for adding your employee contracts into the system for selection within the onboarding process.
To begin the onboarding process, open the employee list screen and use the Actions > Onboard Employee option.
Default employee information will be required to complete the initiation of this process. You will need to enter the employee's
- Employee details: Name and Email
- Job details:
- Job title.
- Employee Contract (please see our document templates guide).
- employment start date.
- the appropriate Fair Work Information Statement.
- Employment Details:
- Employee type (full time, part time, casual, or other).
- Pay Type (hourly or salary).
- Hourly or Salary rate (the option varies based on the previous setting).
- Award (contains the listing of rule sets, rate sets, and allowance sets).
- Rule Set (item within the award selection, this contains the pre-set rounding, overtime, penalty, leave, and super payment conditions that will apply at payroll).
- Configuration:
- Department (The employee's primary work department).
- Category (used on the payslips to categorise employment, these can be added from the Setup > Additional Settings > Payslip Categories screen).
- Primary and Secondary Manager (who is in charge of managing the employee).
Enter the details as needed and use the Save button to complete the process.
Once the onboarding record is saved it can be accessed from the employee list by using the Onboard tab
Preparing Employees for Onboarding
With the request item created, you can now start actioning items related to the onboarding process. On saving the onboarding record you will see the following screen, with the details that you entered in the initial process.
Actions that you can preform within this feature include
- Generating the Employee Contract
- Emailing the Employee Contract
- Inviting the Employee
- Right To Work (RTW)
- Uploading Documents
- Completing Onboarding Requests
Generating the Employee Contract
ClockOn can be used to generate the employee's contract using the template that was pre-set when creating the onboarding request.
Selecting this option will generate and download a PDF document pre-filled with the employee's details where set in the document template.
This can then be reviewed to confirm that it suits the employee and that all of the detail is correct and then provided either manually to the employee or sent using the emailing process below.
Emailing the Employee Contract
The system allows you to send a copy of the employee's contract from the onboarding process.
When used the following screen will display allowing you to modify and adjust how you would like to communicate this information to the new team member. You can confirm the employee's email address, select the appropriate employee contract template. You are also able to adjust the email subject and contents for this communication
The Preview button will generate a copy of the contract for review before it is sent to the team member.
Once this email has been sent, the new team member will receive this with the contract attachment and the listed contact will be cc'ed to the message.
There is currently no way for the customer to return this document using the same channel as the onboarding process. They will be required to follow a standard process of signing and returning return the document manually.Inviting the Employee
Once the contract has been signed, you can choose to use the Invite Employee option.
This is an optional step, if desired this can be skipped and the details can be manually set using the Complete Onboarding actions option.This will send an invite to the employee using our FLARE integration. For information on the employee process flow for how this works please see our Employee Onboarding article.
Right To Work (RTW)
The Right To Work feature allows you to preform a check on the employee's Australian citizen or visa with permission to work status.
ClockOn recommends gaining the employee's consent prior to doing these checks. To preform this check click the Check Now option.
This will present a screen that allows you to select the type of check to use. select the instance most appropriate to the check that you would like to preform, complete the required information and use the Validate button to complete the check.
The selections available include.
- Australian Birth Certificate
- Australian Citizenship
- Australian Passport
- VEVO Work Entitlement
Each option will require specific information provided on the employee's official documents in order to complete.
Uploading Documents
Documents such as the signed contract can be uploaded to the employee's record using the Documents tab.
To upload a new item use the Add Document button, give it an appropriate name and select the file to upload.
Completing Onboarding Requests
When you are ready to proceed, you can complete the employee's onboarding process to convert them to a standard employee for use in the system. This is done using the Actions > Complete Onboarding option.
This will then present the standard Add Employee screen (information on the options available can be found in our Adding Employees), with information prefilled from previous steps in the process.
For employees not invited using the FLARE onboarding process, their details can be entered manually.Once complete the status of the employee's onboarding will be adjusted to Completed in the list.
They will now have an employee record on the employee list.
