TABLE OF CONTENTS

Explanation of terms

Each onboarding process has selected users who are responsible for completing the tasks involved. The so-called responsibilityies. Responsible users should ensure that the desired statuses are achieved on time and in full at the end of each onboarding phase. It does not matter whether the responsible users complete their tasks themselves or delegate them to third parties.

 

Configuration

In the menu on the Responsibities page, you can create a new responsibility via + Create .
See Create responsibilities

 

Behaviour in the system

  • Purpose
    You can create as many responsibilities as you like and name them according to your own requirements in order to be able to integrate all persons involved in the onboarding process. The responsibilities are displayed in the input forms for creating and editing onboardings and can be assigned to users with matching permissions. This allows you to define exactly which user is involved with which authorisation for each onboarding process.
  • Permission
    The permission to create, edit and delete permissions is included in the Onboarding - Administrator (standard) role in the delivery. However, it can also be added to any other role.
  • Naming
    Every onboarding process requires a supervisor and a line manager who are responsible for administrative/HR tasks and technical tasks. There are therefore two responsibilities with the same names, which are predefined by the system and cannot be deleted. However, you can rename them.
  • Responsibitites at delivery of the system 
    • Supervisor
      Each onboarding process has at least one onboardee carer. The supervisor is usually an employee of the HR department. In general, the supervisor is responsible for the overall flow and quality of the onboarding process. Compared to other responsibilities, the supervisor therefore has a higher-level position and is specifically responsible for the completion of non-technical tasks. They ensure that the following statuses are achieved during the onboarding process:

      • The onboardee was provided with necessary and additional information throughout the onboarding process.

      • The onboardee has received and signed all necessary documents.

      • The onboardee has received all safety-related training.

      • The onboardee has all the necessary resources such as access keys, tickets, etc.

    • Line Manager
      A line manager is assigned to each onboarding process. The line manager is often the direct superior of the onboardee and is responsible for technical and subject-related tasks. The line manager ensures that the following conditions are met during the onboarding process:
      • The onboardee's workstation is prepared.
      • The onboardee has all the necessary work equipment available on the first working day.
      • The onboardee has received all relevant professional training.
      • The onboardee knows their job and their work tasks.
      • The onboardee knows the customs of the company and his working environment.
      • The onboardee knows his employees and is socially integrated.
    • Additional Supervisor
      In addition to the supervisor, an additional supervisor can be assigned to each onboarding process. Like the supervisor, the additional supervisor is also responsible for the overall flow and quality of the onboarding process.
    • Additional Line Manager
      In addition to the line manager, an additional line manager can be assigned to each onboarding process. Like the manager, the additional line manager is also responsible for technical and subject-related tasks.
    • Buddy
      In addition to the supervisor and line manager, who are responsible for administrative and technical tasks, the buddy is the third type of reference person for the onboardee. The buddy is a person who welcomes the onboardee to the company on an interpersonal level and facilitates their social and cultural introduction.

      Each onboarding process can have exactly one buddy. The buddy can be any other employee. Ideally, the buddy should have the following characteristics:

      • Socially open-minded and talkative in order to convey a feeling of personal closeness and welcome.

      • Familiar with the corporate culture and workplace climate.

      • Socially networked and paving the way for making further social contacts.

      • Familiar with the possibilities on the company premises and the surrounding area.

        The buddy ensures that the following conditions are met on the first day of work and the subsequent onboarding phase:

        • The Onboardee was driven around the company premises.

        • The onboardee has received and signed all the necessary documents.

        • The onboardee has received all safety-related training.

        • The onboardee has all the necessary resources such as access keys, tickets, etc.

  • Permission
    After creating the responsibitities, the permissions on the right-hand side gives you the option of specifying which role has which permissions in onboarding. The authorisations must be added to the roles you have created yourself. Accordingly, many customers copy our system roles for onboarding (onboarding - administrator (standard), onboarding - supervisor (standard), onboarding - manager (standard)) and add the desired authorisations there.
    Permissions to be assigned

    • Selecatble as [responsibility ]

    • Onboardings | view as [responsibility]
      The authorisation to view onboardings in general is already included in the Onboarding - Supervisor (default) role

    • Onboardinds | view/edit onboardings as [responsibility]
      The authorisation to view and edit onboardings in general is already included in the Onboarding - Supervisor (default) role

    • Onboardings  | view/edit/delete as [responsibility]
      The authorisation to view, edit and delete onboardings in general is already included in the Onboarding - Supervisor (default) role

    • Onboardings | finish as [responsibility]

    • Invitations | issue/withdraw + portal access | reset as [responsibility]

  • Grouping
    All responsibilities are assigned to a grouping. The grouping has an impact on the permission to see elements in particular. This allows you to determine which group can access which information for selected onboarding processes and thus protect the onboardee's financial or personal data, for example.
    • Supervisor
      These are usually people from the HR department who monitor the onboarding process
    • Line Manger
      These are usually people from the department/specialist area in which the onboardees are trained and take care of the technical training accordingly.
    • Buddy
      For the social integration of the onboardee, buddies can be placed at his side. 
    • Supporters
      All other skills that you create and that do not belong to any of the three main groups can be assigned to the support group.
  • Renaming and deletion
    You can rename all responsibilites. The two system responsibilities with the grouping Supervisor and Manager cannot be deleted.
  • Filtering
    In the onboarding & overview you can filter  and select individual users whose onboardings are displayed in the list after applying the filter.


How our customers use this

Each of our customers designs the permissions and associated authorisations themselves. Clear definitions of responsibilities are therefore not possible, as they are very variable. In some companies, more responsibilities lie with the supervisor, in others with the manager, and in still others the functions of supervisor and manager are performed by the same person.