TABLE OF CONTENTS

You can provide onboardees with access to the employee portal in various ways.

  1. Automated invitation via the task templates
    This will send an email with access data to all onboardings with the corresponding task package at a time specified by you.
  2. Invitation via the task template, which must be completed manually
    A task is sent to all onboardings with the task package, but this must be completed manually by those responsible.
  3. Invitation via a task at a special onboarding, which must be completed manually
    A task is created manually for a specific Onboardee and completed manually by those responsible.
  4. Extend an invitation in a single onboarding
    A button is pressed in the individual onboarding and this triggers the email to the onboardee.


Automated invitation via the task templates

In addition to creating manual tasks, you can create an automated task so that the system invites the onboardee to use the employee portal.

Proceed as follows:

  1. Open an existing task package or create a new one.
    More information here: Create or edit a task package.
    Have you created several employee portals in the portal settings for different companies or special onboarding groups, such as trainees and professionals? In this case, it's best not to choose the basic package that you add to all onboardings, but one that is designed for the specific employee group you are hiring.
  2. Click on the tab Task Templates in the Task Package. The opened tab is displayed.
  3. Click on the button  Task Template: Invite to Employee Portal. An input form is displayed.
  4. Fill out the input form
    • Due Date
      This determines when the invitation to the employee portal is issued in the onboarding process.
    • Employee Portal Configuration
      Here you define the layout/color scheme and logo of the employee portal. The organizational unit is also specified here.
    • Notify When Done
      If other tasks arise for you after accessing the employee portal, it is possible to send one or more people an e-mail about their responsibilities.
  5. Repeat steps 2-4 in all task packages for which you want to invite onboardees to the employee portal.


Invitation via the task template, which must be completed manually

Create a task template. It can be automatically stored in all onboardings for a reason for entry via the task package and must then be completed manually by the responsible person.
You can find the instructions here: Create tasks that are used for multiple onboarding reasons


Invitation about a task at a special onboardee which must be completed manually

A task is stored with a specific Onboardee and provided with responsibilities and all other settings. The person responsible must then complete the task manually.

You can find instructions here: Create a special task for a specific Onboardee


Extend an invitation in a single onboarding

Proceed as follows:

  1. Open the onboarding of the person who is to be invited to the employee portal.
  2. Click on the tab Employee Portal.
  3. Click on the button  Invite. A window is displayed in the foreground.
    Attention, this button is only visible if no invitation has been issued yet. This can be seen in the history.
  4. Choose the layout/color scheme and logo for the employee portal about the Employee Portal Configuration. The organizational unit is also specified by that.
  5. Press the button Invite. The email is sent to the onboardee and the view of the tab has changed. You can now also use the buttons to view a  preview, to reset portal access, withdraw the invitation and see all displayed portal articles and  displayed portal tasks.