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ONBOARD CENTRE
IMPLEMENTATION MANUAL
Version 6.0
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Copyright © 2017 - 2020 ConnX Pty Ltd ABN 46 108 567 960
Reproduction in whole or in part by electronic, mechanical or chemical means, including
photocopying recording or by any information storage and retrieval system, in any
language, is strictly prohibited except in accordance with the Copyright Act 1968.
The information contained within this document is for illustrative purposes only. ConnX Pty
Ltd and its employees accept no responsibility or liability whatsoever for any act or omission
upon the contents of this document.
ConnX Pty Ltd acknowledges that the product and company names mentioned in this
document may be the trademarks of their respective owners.
ConnX Pty Ltd
Level 8
303 Coronation Drive
MILTON QLD
PO Box 1122
MILTON QLD 4064
AUSTRALIA
Ph: 1300 CONNXHR
1300 266 694
Intl: +61 7 3368 2623
Web: www.connx.com.au
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TABLE OF CONTENTS
TABLE OF CONTENTS 3
INTRODUCTION 5
DOCUMENT PURPOSE 5
TYPOGRAPHIC CONVENTIONS 5
GETTING HELP 6
ONLINE HELP 6
DOCUMENTED HELP 6
CONNX SUPPORT 6
1.0 OVERVIEW 7
1.1 CONNX ONBOARD CENTRE 7
1.2 CANDIDATE PROCESS 8
1.2.1 CANDIDATE PROCESS FLOW 8
1.3 LIMITATIONS 12
2.0 SETTING UP CONNX ONBOARD CENTRE 13
2.1 GETTING TO KNOW ONBOARD CENTRE 13
2.1.1 LOGIN SCREEN 13
2.1.2 ONBOARD CENTRE DASHBOARD 14
2.1.3 SEARCH BAR 16
2.2 ROLES AND PERMISSIONS 17
2.2.1 ADMINISTRATOR 17
2.2.2 ONBOARD MANAGER 18
2.2.3 COMPLETION OFFICER 19
2.2.4 CANDIDATE AND REVIEWER: 20
2.2.5 COMPANY ADMINISTRATOR 20
2.3 SETTING UP ONBOARD CENTRE USERS 21
2.4 REMOVING ONBOARD CENTRE USERS 22
2.5 SETTING UP GROUPS 22
2.6 REVIEWING (APPROVING) AN OFFER 23
2.7 DOCUMENTS 24
2.8 EMPLOYMENT CONTRACT OFFER 25
2.8.1 CREATING AN EMPLOYMENT CONTRACT 25
2.8.2 TAGS 28
2.9 NOTIFICATIONS 32
2.9.1 REVIEW/APPROVE THIS OFFER 32
2.9.2 REJECTED NOTIFICATION 34
2.9.3 SMS CANDIDATE NOTIFICATION 35
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2.9.4 CANDIDATE EMAIL NOTIFICATION 36
2.9.6 PAYROLL NOTIFICATION 38
2.9.7 OFFER ACCEPTED NOTIFICATION 39
2.10 PASSWORDS 41
2.11 CANDIDATE WELCOME SCREEN 42
2.12 SETTING UP ONBOARD CENTRE IN CONNX 44
2.12.1 CONNX ONBOARDING CONFIGURATION 45
2.12.2 IMPORTING BSBS 53
3.0 CANDIDATE OFFER 56
3.1 CANDIDATE NEW OFFER 56
3.2 CANDIDATE REJECTS OFFER 61
3.2.1 OFFER WITH CANDIDATE 62
3.2.2 DELETED CANDIDATE 62
4.0 CANDIDATE ACCEPTANCE 65
4.1 CANDIDATE PROCESS 65
4.2 UPDATING A START DATE 72
4.3 RESENDING THE CANDIDATE PIN 73
4.4 WITHDRAWING AN OFFER 74
4.5 DELETING A CANDIDATE 74
4.6 HISTORY AND AUDITING 74
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INTRODUCTION
Document Purpose
This manual has been written by ConnX Pty Ltd to help you in the implementation of
ConnX Onboard Centre. This manual is also a resource guide for your reference.
Typographic Conventions
Before you start using this guide, it is important to understand the terms and
typographical conventions that are used throughout the documentation.
The following kinds of text formatting identify specific types of information.
Formatting
Convention Type of Information
Bold
Bold text is used in the procedures of this document to show
screen names and user interface items that can be clicked or
selected, such as buttons, or items in a list. For example:
Select Yes on the New Employee drop-down list.
Select Update to apply the setting.
Italicised text
Italicised text is used in the procedures in this document to show
menus. For example:
Go to HR Admin > Manage New Employees.
NOTE
A note contains useful information that can help you to get the
most out of ConnX.
WARNING
A warning contains critical information about the configuration
options available to you which have an impact on user access and
security.
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Getting Help
Online Help
Immediate help is available in ConnX via the online help system by selecting the …
(ellipsis) icon in the top-right of any screen and then select Help. This is called “context
sensitive help”. The help file shown is related to the specific page you are using.
Documented Help
This manual and other manuals related to ConnX are provided for your use. Please refer
to them if you have any questions about setting up ConnX, or using ConnX.
ConnX Support
Please contact your ConnX Support Representative if you require any assistance.
Contact Address
Ph: 1300 CONNXHR
1300 266 694
Intl: +61 7 3368 2623
Email: [email protected]
Level 8
303 Coronation Drive
MILTON QLD 4064
AUSTRALIA
PO Box 1122
MILTON QLD 4064
AUSTRALIA
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1.0 OVERVIEW
1.1 ConnX Onboard Centre
Onboard Centre allows you to quickly construct and electronically issue personalised
employment contracts, forms, and policy documents to new hires via an online portal. It
enables employment contracts to be reviewed and approved so they can be quickly
issued to your candidate(s).
Your candidates securely log into their personalised portal to review and accept their
employment contract, complete and accept important forms and policies.
Onboard Centre allows you to include business Information, welcome packs, and
corporate videos to reinforce your business culture before new hires start. The system
then alerts relevant departments such as IT and Payroll so that they can prepare for Day
One readiness.
All contracts can be quickly created, reviewed and issued electronically.
New hires can accept employment contracts, forms, and policies securely online.
Candidates can access their onboarding pack and complete the necessary forms instantly
via any internet connected device.
Your brand is reinforced by promoting the values, culture, and goals via a secure
candidate portal.
Communication and productivity is improved now that all departments are Day-One
ready.
The onboarding process is easier to understand because of the dashboard.
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1.2 Candidate Process
Onboard Centre streamlines the candidate acceptance process without the need to print
or email any documentation.
When the recruitment process is complete, the new candidate is sent directly to Onboard
Centre from ConnX with all of the mandatory information prefilled. The candidate creator
need only submit the offer. Any possible review process is then undertaken.
Once submitted, the candidate is notified via SMS and email. That candidate completes
the process by filling out Bank, TFN, Superannuation details and accepting the offer
through mobile PIN verification. The candidate information is completed in Onboard
Centre and sent to ConnX.
1.2.1 Candidate Process Flow
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1. Create an offer – An offer is created either from within Onboard Centre or ConnX
a. Default Employment Offer – Generic contract attached to offer. The user can
select whether to use an alternative (override) contract at the time of creation.
b. Position Descriptions and Contract Attachments – These can be attached
when the offer is created.
c. Policy Documents – All documents are attached to an offer during the
configuration that is part of the implementation.
d. Other Documents – Configured during implementation.
2. Send for review
a. Reviewer groups – When an offer is complete, it is sent for review if it is
applicable.
b. Notifications – Notifications to the reviewer are sent for verification of the new
offer. If there are preceding reviewers in the review process, they are notified
at each stage.
NOTE
ConnX Onboard Centre can have up to three (3) review steps
configured. Review steps two (2) and three (3) are optional.
The most common configuration used by clients is a single review
step or maybe two (2) review steps.
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3. Send to candidate
a. SMS messages – When the review process is complete, the candidate is
notified of a pending offer via SMS.
b. Email messages – The candidate is notified by SMS to log into their email to
complete the offer.
4. Candidate login
a. Passwords – The candidate is sent a temporary password with their log in, in
the initial email. The candidate must change this password at the time of login.
b. Step 1 – Overview information: on-screen messages, videos, LinkedIn. When
the candidate logs in, they are greeted with a welcome message and if you
have applied the optional video feature, they are also shown. This is set up
during the configuration process.
c. Step 2 – Questionnaire: Personal Details, TFN, Bank Details, and Super are all
filled out by the candidate in this process. The questionnaire is configured
during the implementation.
d. Step 3 – Acceptance: When the candidate has completed the questionnaire,
they must then accept the offer. During this process, they verify that they have
read and downloaded each mandatory document attached during the
configuration, including the employment contract.
e. Step 4 – SMS: A code is sent via SMS to the candidate to enable them to verify
the electronic acceptance.
f. Step 5 – Welcome: Verification of acceptance is given and the candidate can
download the completed, electronically signed employment contract and
other documentation.
g. Email confirmation messages: A confirmation email is sent to the user who
created the candidate and if any others are to be alerted this can be
configured during implementation.
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5. Processing Candidate from Onboard Centre to ConnX
a. Documents – The candidate user(s) have the ability to download all
documents before finalising the onboarding process. Once documents have
been downloaded the candidate offer needs to be ‘sent to ConnX’ or
‘completed’ if you do not wish for this to go to ConnX.
b. New Starter Page – The candidate details from the offer are sent directly to
ConnX where the new starter is updated by HR Admin/System Admin in
Manage New Employees.
c. Establishing the employee in ConnX – The new starter details are verified and
submitted to payroll, this also creates the employee record in ConnX.
6. Finalising the candidate in Onboard Centre
a. The candidate is ‘completed’ and sensitive information held in Onboard
Centre is redacted (eg TFN).
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1.3 Limitations
Only a ConnX Implementation Consultant and/or relevant ConnX Support Representative
can make changes to the current setup of the template, design, and branding.
The Letter of Offer screen, Candidate Questionnaire and notifications are configurable
during the implementation process. Please contact ConnX Support if you need to make
changes after the implementation is complete.
If you need to add new templates, this will require a consultant. If you have pre-
purchased more than one template, these are set up during the implementation process.
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2.0 SETTING UP CONNX ONBOARD CENTRE
2.1 Getting to Know Onboard Centre
Getting around Onboard Centre is straight-forward and easy from any role level. You
must log in when you are creating or approving a new candidate. The Login screen may
vary from the following example. However, the functionality is the same.
The Login screen provides a place to enter the username and password, which are
required for each login. If you have forgotten your password, select the link on the Login
screen to reset your account. You will be asked to enter your User ID, in most cases this
is an email address. You are then sent a temporary password which you are required to
change. If a user has forgotten their username, an Onboard Centre Administrator can
see the list of users and usernames under the Settings tab. If the Administrator has
forgotten, then please contact ConnX Support for troubleshooting.
2.1.1 Login Screen
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2.1.2 Onboard Centre Dashboard
When you log in, you are presented with the Onboard Centre Dashboard which contains
the To Do and Recent bar. What you see in the To Do and Recent bar is specific to you,
not necessarily the same that is shown to other users. The search bar allows you as an
Administrator to check historical and current candidates of any status if you require this
functionality.
NOTE
The above Dashboard example assumes you are an Administrator.
Depending on other roles, you may or may not see the extra
tabular areas on the navigation bar.
Depending on your role, you are required to complete specific steps. For example, in the
dashboard image above, there is a check box which allows you to select and Mark as
Complete for specific candidates which are at the With Payroll Processing step. This
step would specifically be for a person who is to complete the candidate process such as
a Completion Officer.
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Each candidate has a specific workflow step (status) where the candidate is currently
positioned.
Workflow Step Description
Prepare Offer The offer has been entered in via ConnX and needs to
be prepared and/or the offer is half entered and
should be completed and submitted
First Review The candidate offer is pending review and requires
approval (if applicable).
Second Review The candidate offer is pending review and requires
approval (if applicable).
Offer with Candidate The offer has been sent to the candidate and waiting
completion.
Complete Questionnaire The candidate has completed the questionnaire but
has not yet accepted the offer.
Accepting Offer Candidate is at the acceptance page and has not yet
accepted the offer.
With payroll for processing Candidate has accepted the offer and now payroll or
a relevant person (Onboard Centre Completion
Officer) must complete the offer.
Completed Offer has been completed and sent to ConnX.
Offer Withdrawn Offer has been withdrawn by an Onboard Centre
Administrator.
Deleted Offer has been deleted. This may be because the offer
was refused by the candidate or a mistake may have
occurred. The record will record the reason why this
has been deleted.
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2.1.3 Search Bar
The search bar allows specific users to search current, pending, completed, withdrawn,
or deleted candidates where they have not been the original candidate creator. This page
allows you to filter specifically on the above filter parameters to find the specific
candidate. This page can be typically useful for an Administrator who needs to check
the status of a candidate. This information can be gained directly from the New
Employee Starter page within ConnX if the employee was created through the Manage
New Employees page in ConnX.
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2.2 Roles and Permissions
A Role contains a set of permissions which are predefined within Onboard Centre, which
defines what they can and cannot do within Onboard Centre.
When creating a new user, it is important that you assign these users the correct role for
the tasks they are set to achieve.
The following tables shows the actions that each role can perform. If these do not
conform to your business, we can make changes to improve your setup. However, you
will find that these are set to a standard.
2.2.1 Administrator
An Administrator is a user that has full access to the onboarding system and can control
all onboarding functionality including adding new Users, searching all candidates and
creating offers.
Name Permission
Access to Onboarding
Can access the Onboarding Module
Create Records
Can create records
Delete Records
Can delete records
Remove Records
Can remove all traces of a record
View
Can view record
Edit
Can edit / update-and-save record
Search Access
Access to the Onboarding search module
Approval Override
Can Override Reviews
Reassign Reviewer
Can reassign reviewer
Completion
This permission provides the ability to “Complete” the candidate record.
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2.2.2 Onboard Manager
An Onboard Manager is one that will create/edit/modify the offer for candidates. They
are restricted to view offers only they have created.
Name Permission
Access to Onboarding
Can access the Onboarding Module
Create Records
Can create records
Delete Records
Can delete records
Remove Records
Can remove all traces of a record
View
Can view record
Edit
Can edit / update-and-save record
Search Access
Access to the Onboarding search module
Approval Override
Can Override Reviews
Reassign Reviewer
Can reassign reviewer
Completion
This permission provides the ability to “Complete” the candidate record.
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2.2.3 Completion Officer
A Completion Officer is one that completes the offer once the candidate has accepted
their offer, at the end of the candidate process the Completion Officer can transfer data
back to ConnX. This is usually a payroll officer.
Name Permission
Access to Onboarding
Can access the Onboarding Module
Create Records
Can create records
Delete Records
Can delete records
Remove Records
Can remove all traces of a record
View
Can view record
Edit
Can edit / update-and-save record
Search Access
Access to the Onboarding search module
Approval Override
Can Override Reviews
Reassign Reviewer
Can reassign reviewer
Completion
This permission provides the ability to “Complete” the candidate record.
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2.2.4 Candidate and Reviewer:
A Candidate and/or Reviewer is the minimum access level and is typically given to a
candidate. They are a user that will log in and fulfil the candidate process or a user that
reviews a candidate offer.
Name Permission
Access to Onboarding
Can access the Onboarding Module
Create Records
Can create records
Delete Records
Can delete records
Remove Records
Can remove all traces of a record
View
Can view record
Edit
Can edit / update-and-save record
Search Access
Access to the Onboarding search module
Approval Override
Can Override Reviews
Reassign Reviewer
Can reassign reviewer
Completion
This permission provides the ability to “Complete” the candidate record.
2.2.5 Company Administrator
The Company Administrator is a specific ConnX account setup for the implementation
consultant to configure and make alterations to the way Onboard Centre works. This
account has the same onboarding system access as the Administrator, however, it
cannot create candidate records. This account has full system setup access and should
not be used by any other user of Onboard Centre. Use of this account can cause major
issues to the way that Onboard Centre works due to the exposure of functionality.
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2.3 Setting up Onboard Centre Users
A ConnX Implementation Consultant creates your Administrator user. Log in as the
Administrator to create additional users.
1. Go to Settings > User List > Add User. Onboard Centre shows the following
window.
2. Complete the mandatory fields and make sure the correct role is assigned. Role
permissions are available in the above section for your reference.
3. A user ID may be the user’s email address or a specific user account like an
employee code which is the same as ConnX. This is also used when configuring
Onboard Centre. These two accounts must be exactly the same for each user of
Onboard Centre.
4. Please make sure that you select Send Welcome Email. The welcome email sends
the user’s login details with a temporary password. That user can then generate
their password when they log in.
5. Select Save.
NOTE
Company Administrator is for ConnX Consultants and
Implementation Consultants only.
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2.4 Removing Onboard Centre Users
When an Administrator/Reviewer/Onboard Manager leave you will need to ensure you
remove their access to ConnX Onboard Centre. There may be multiple steps involved:
1. Go to Settings > User Roles & Permissions > Select the appropriate user role (eg
Administrator). Onboard Centre shows the following window:
Find the previous employee and select ‘x’ to remove them from this permission
level.
2. For Reviewers you may also wish to remove them from the group. Go to Settings >
User Groups > Reviewers and find the previous employee and select ‘x’.
Once the user has been removed from the relevant role/s they will no longer have
access to any information within Onboard Centre.
2.5 Setting up Groups
Groups provide two different functions within Onboard Centre. The first is the ability to
allow different users to be assigned to specific templates. Onboard Centre can have more
than one template, depending on the company’s requirements. As an Administrator,
you can assign specific people to certain templates which gives you the ability to restrict
others from accessing these templates.
Groups also provide a function whereby a list of users, not dependent on role, can be set
up to be notified about different triggers. A trigger is when a milestone occurs, for
instance, the creation of a new offer. A notification in this instance can be sent to a list of
users (group) which have the ability to review and approve the new candidate offer.
These groups are predominately used for candidate review and approval. However, they
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can also be used for notifications which alert users to conduct a specific task. The tasks
are shown throughout this manual. Therefore, you may need to come back to this section
when you are creating groups.
1. To create a group you must be an Administrator
2. Go to Settings > User Groups
3. Select Add Group
4. Key in a Group Name. This name should be specific to your triggers to make sure
they mean something.
5. Select Add User when the the group is created and assign users to the group.
6. It is important to set the template(s) that are available to this group. Therefore,
select the Template this group can see and assign the New Offer template.
2.6 Reviewing (Approving) an Offer
After an offer has been created a review process of that candidate offer can be sent to a
reviewer. During implementation, your ConnX consultant can setup the review
process/es. There are multiple options for setting up a review process. These can be a
combination of the different options below.
Option 1 – User Group
When a candidate offer is for review, the user creating the offer can select a user from a
defined User Group.
The user that is creating the offer selects a Reviewer from a list of users to be the reviewer
of the candidate offer. This review process ensures that any offer sent to a candidate has
been checked and reviewed. It is possible to use this option multiple times for a number
of reviewers from the same group.
Upon implementation, a User Group is preconfigured for you. However, it is up to the
administrator to make sure reviewers are added to this group when new users are created
(if they are to be reviewers). By default, this group is attached to the default template
“New Offer”. In some instances, you may have multiple templates and require different
review groups per template. This is a configuration item and is done during
implementation or upon the purchasing of another template.
The following instructions show how to create a group. This, however, is performed with
your ConnX consultant on the day of implementation and configuration.
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Option 2 – Specific Employee (Anyone)
The last option is to send the offer to anyone. This user does not have to be a part of
ConnX or Onboard Centre. They can be an external party if so required. However, they
are required to sign in and submit the review process with a login and password.
If this option is selected, you are required to supply a first name, last name and email
address of the reviewer. The reviewer will complete the same process as any other
reviewer.
NOTE
Since this configuration is specific to a person, if changes are
required, a ConnX consultant is required to make these changes.
It is best practice to add the reviewer to the group and select that
reviewer at the time of submission.
When the review process is set, there is a default rule across Onboard Centre which
means you cannot remove the review process for specific candidates. However, if you
have Administrator or Onboard Manager access, you can override the review process
if you include a reason.
If a review group is not present or you wish to create another please refer to section 2.4
– Setting up Groups and provide a name for the group specific to your requirements e.g.,
Candidate Reviewer:
When a candidate offer is up for review, at the time of the user submitting the new offer,
the user is prompted to include the reviewer from this list.
An email is sent notifying that reviewer of the pending approval for the current candidate.
That reviewer is required to read and approve that candidate offer. Once that offer is
approved by the reviewer, the candidate is notified via phone and email.
2.7 Documents
Onboard Centre has the ability to attach documents to the offer for information to the
candidate at the beginning of the candidate welcome screen. These documents do not
require verification that they have been read or accepted by the candidate. They are for
informational purposes only.
Documents can also be uploaded to the candidate acceptance page, which the candidate
must download and acknowledge that they have been read. These documents are
typically policies and require a candidate acceptance.
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During the questionnaire and configuration phase your implementation consultant
would have arranged these files as required into the template. If these are to be
changed/modified/deleted you will require the assistance from ConnX Support.
2.8 Employment Contract Offer
Onboard Centre has the ability to use a generic employment contract for all your
candidates when sending an offer. This employment contract should be tailored to use
the fields directly from Onboard Centre, referred to as tags.
Fields entered for a candidate through the offer process can be used throughout the
employment contract creation, to help streamline the process and prefill the contract.
These fields have specific names and are used as tags. Tags can be used an infinite
amount of times within an employment contract.
Not all candidates are the same so there is the ability to specifically upload a different
employment contract to the default contract at the time of the candidate creation. This
is referred to as an override contract. Both options are available at the same time. There
is more on this through the Candidate Offer section within this manual.
It is a requirement of the Candidate Acceptance stage to download the Employment
Contract and acknowledge before accepting the offer. Once the offer is accepted the
employment contract is prepopulated with the date of acceptance, acceptance signature
and candidate name.
2.8.1 Creating an Employment Contract
During the implementation questionnaire, a decision would have been made whether to
upload a generic employment contract. If ‘yes’, a ConnX implementation consultant
would have uploaded this on your behalf. When configured with a generic default
employment contract, each time you create a candidate the offer is released unchanged
and prepopulated with the specific fields that have been tagged. You can override the
default employment contract with another contract for changes to specific candidates.
However, if the generic employment contract was not completed and/or you wish to use
a specific employment contract, then the following example shows you how this can be
achieved. Your implementation consultant will run through the creation of tags within
your specific contracts.
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NOTE
Please note you may have a contract that is just altered at different
stages for different candidates. Therefore, it is best practice to
create a generic contract as per the below example for use within
Onboard Centre and modified as required.
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The following example shows a sample employment contract with the tags from Table
2.7.2 used to prepopulate the contract.
WARNING
You must use Microsoft Word and either a DOC or DOCX file
format when you are creating an employment contract.
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NOTE
When you modify a contract for a new candidate, it will not
update any current, pending, approved and/or completed
candidate’s contract. Each instance of a candidate is unique
at the time of creation.
Based on this example, you can see that the employment contract has been
preconfigured to use tags. These fields can be used multiple times and in multiple
places within your employment contract. All contracts must be created with Microsoft
Word.
2.8.2 Tags
The following table of tags can be used when creating either your employment
contract and/or your custom notifications. These tags are specific and cannot be edited
or deleted. Notifications are addressed after this section.
Description Document Tag Notification Tag
Title [salutation] ${recordValue['[salutation]
']}
Candidate First Name [candidate_first_name] ${recordValue['[candidate
_first_name] ']}
Candidate Last Name [candidate_last_name] ${recordValue['
[candidate_last_name]']}
Date of Birth [date_of_birth] ${recordValue['[date_of_bi
rth]']}
Employee Code [external_id] ${recordValue['[external_i
d]']}
Candidate address street [candidate_addr_street] ${recordValue['
[candidate_addr_street]']}
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Description Document Tag Notification Tag
Candidate address suburb [candidate_addr_suburb] ${recordValue['
[candidate_addr_suburb]']
}
Candidate address state [candidate_addr_state] ${recordValue['
[candidate_addr_state]']}
Candidate address
postcode
[candidate_addr_postcode
]
${recordValue['
[candidate_addr_postcode
]']}
Start Date [start_date] ${recordValue['[start_date]
']}
Position Title [position_title] ${recordValue['[position_ti
tle]']}
Reporting manager first
name
[reporting_manager_first_
name]
${recordValue['
[reporting_manager_first_
name]']}
Reporting manager last
name
[reporting_manager_last_
name]
${recordValue['
[reporting_manager_last_
name]']}
Reporting manager title [reporting_manager_title] ${recordValue['
[reporting_manager_title]'
]}
Candidate email [candidate_email] ${recordValue['[candidate
_email]']}
Candidate mobile number [candidate_mobile_no] ${recordValue['
[candidate_mobile_no]']}
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Description Document Tag Notification Tag
Employee’s Department [Department] ${recordValue['[Departme
nt]']}
Employee’s Company [payroll_company] ${recordValue['[Company]
']}
Employment Type [work_type] ${recordValue['[work_type
]']}
Base Salary [base_fte_salary] ${recordValue['[base_fte_s
alary]']}
Super Salary Value [super_salary_value] ${recordValue['[super_sala
ry_value]']}
Hourly Rate
If work type selected =
“casual”
[hourly_rate] ${recordValue['[hourly_rat
e]']}
Hours per week [hours_pweek] ${recordValue['[hours_pw
eek]']}
Super salary value
base_fte_salary *
super_salary_percentage /
100
[super_salary_value] ${recordValue['[super_sala
ry_value]']}
Super salary percentage [super_salary_percentage] ${recordValue['[super_sala
ry_percentage]']}
Salary total [salary_total] ${recordValue['[salary_tot
al]']}
Probation
(Yes or No)
[Probation] ${recordValue['[Probation]
']}
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Description Document Tag Notification Tag
Probation Length [probation_length] ${recordValue['[probation
_length]']}
The web address of the
Onboard Centre site
[companyServerName] ${recordValue['[companyS
erverName]}
The user who created the
offer email address
[offer_created_email] ${recordValue['
[offer_created_email]}
The user who created the
offer name
[offer_created_name] ${recordValue['
[offer_created_name]}
Offer Date [offer_date] ${recordValue['
[offer_date]}
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2.9 Notifications
Onboard Centre has a number of preconfigured notifications that are sent out at specific
times during the onboarding process, these however can be customised. These messages
are HTML formatted and use the same tag functionality you saw previously. If you wish
to make amendments to these notifications your ConnX consultant will do so during the
configuration stage of implementation. The following shows each of the notifications
that are sent, the specific process that triggers that notification, and to whom the
notification is sent.
2.9.1 Review/Approve this Offer
This notification is sent when a reviewer is required to review/approve an offer.
Trigger: Reviewer email notification
From: [email protected]
To: Reviewer
Body: Hi, <br>
<br>
Please sign into <a href="https:/widgetmaker.onboardcentre-
sandbox.com/">Onboard Centre</a> and check the offer submitted to
you for review.
<br>
<p><ul><li>Candidate Name: ${recordValue['candidate_name']}
<li>Position Title: ${recordValue['position_title']}
<li>Work type: ${recordValue['work_type']}
<li>Department: ${recordValue['department']}
<li>Manager:
${recordValue['reporting_manager_first_name']}${recordValue['reporting_
manager_last_name']}</ul></p>
<p>Kind Regards,<br />${recordValue['company_name']}
${recordValue['hr_fullteam_name']} Team</p>
</p><p><i>Do not reply to this email as it has been sent from an
unattended mailbox.</i></p>
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2.9.2 Rejected Notification
If the candidate reviewer rejects the New Offer, the user who created the candidate is
notified of the rejected offer.
Trigger: Offer Rejected
From: Company_name
To: Pending Selection
Body: <p>Hello,</p>
<p>The employment contract for <a
href="https://${companyServerName}/#candidate/${record.masterId?c}"
>${recordValue['candidate_name']}</a> has been rejected with the
following comments:</p><p> ${rejectionMessage}. </p>
<p>Please log into <a
href="https://${companyServerName}/#candidate/${record.masterId?c}"
>Onboard Centre</a> to review the comments and make any
corrections required.</p>
<p><i>Do not reply to this email as it has been sent from an
unattended mailbox.</i></p></td>
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2.9.3 SMS Candidate Notification
When an offer is made to a candidate, an SMS is sent to that candidate advising them of
their new position and that they must log in via email (please refer to the following email
notification). SMS notifications must be a maximum of 160 characters in length.
Trigger
:
New Candidate
From: Company_name
Body Congratulations
${recordValue['candidate_first_name']}
! Your employment offer from
${recordValue['company_name']} has
been sent to your email address. No
email? Check your SPAM/Junk.
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2.9.4 Candidate Email Notification
When an offer is made to a candidate, they receive an email with their username and
password information for login.
Trigger: New Candidate
To: Candidate
Subject: Your offer of employment from ${recordValue['company_name']}
Body: <p>Dear ${recordValue['candidate_first_name']},</p>
<p>Congratulations!</p>
<p>We are pleased to offer you the position of
${recordValue['position_title']} as part of the
${recordValue['company_name']} team.</p>
<p>Below is a link to a secure website where you can download and
accept our offer of employment, as well as complete all necessary forms
associated with your new role. Our offer process is fully electronic so
there is no need to post any paperwork. </p>
<p>When clicking on the below link for the first time you'll be asked to
enter the temporary password below.
You'll then be prompted to provide a new password. Once you have
created your permanent password,
you'll see step-by-step instructions to guide you through the process. If
you are unable to enter all the required information in one session, you
can save the information and come back to it later.</p>
<p><a
href="https://${companyServerName}/viewInvite.shtml?ID=${invite.hash}
">Click here to view your offer</a></p>
<p>[#if temporaryPassword?has_content]Your temporary password is:
${temporaryPassword}[#else]Your password is the same one you have
used previously.[/#if] </p>
<p><b>TIP - copy and paste your temporary password to log in.
</b></p>
<p>Some of the information you'll need:<br>
<ul><li>Bank account number</li> <li>Tax file number</li>
<li>Superannuation details including letter of compliance for your
fund</li> <li>Visa details and an electronic copy of your passport if you
are on a visa</li></ul></p>
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<p>If you have any questions please do not hesitate to contact
${recordValue['company_name']} on 1800 000 000 <a
href="${recordValue['noreply_email_address']}">${recordValue['noreply_
email_address']}</a> during business hours.</p>
<p>Kind Regards,<br />${recordValue['company_name']} Team</p>
<p><i>Do not reply to this email as it has been sent from an
unattended mailbox.</i></p>
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2.9.6 Payroll Notification
After the candidate completes their New Offer, the user who created the candidate is
notified and advised to complete the offer for payroll processing. In some instances, this
is not the procedure which is undertaken. In the instance of this notification, we can
redirect this message to all Completion Officer(s) and/or a separate group of users. If it
is to be a different set of users, your implementation consultant will assist you in creating
the group and assigning the notification to that group.
Trigger: Offer Completed
From: Company_name
To: Pending Selection
Body <p>${recordValue['candidate_name']} has accepted their offer of
employment and is now ready for payroll processing. Please log onto
<a
href="https://${companyServerName}/#candidate/${record.masterId?c}"
>Onboard Centre</a> to finalise this new employee.</p>
<p><ul><li>Candidate Name: ${recordValue['candidate_name']}
<li>Position Title: ${recordValue['position_title']}
<li>Work type: ${recordValue['work_type']}
<li>Department: ${recordValue['department']}
<li>Salary: ${recordValue['base_fte_salary']}
<li>Manager:
${recordValue['reporting_manager_first_name']}${recordValue['reporting_
manager_last_name']}</ul></p>
<p>Kind Regards,<br />${recordValue['company_name']} Human
Resources Team</p>
</p><p><i>Do not reply to this email as it has been sent from an
unattended mailbox.</i></p>
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NOTE
An Administrator, Onboard Manager, and/or Completion Officer
are the only roles which can complete the candidate process.
2.9.7 Offer Accepted Notification
After the candidate completes their New Offer the candidate is sent a ‘Thank You’
message along with the applicable documentation from the candidate process. The
below is the notification sent to the candidate.
Trigger: Offer Accepted
From: Company_name
To: Candidate
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Body <p>Congratulations ${recordValue['candidate_first_name']}!</p>
<p>You've successfully provided all the necessary information and
officially accepted our offer of employment. We're very happy to have
you as part of the ${recordValue['company_name']} team. We look
forward to you starting with us on your first day
${recordValue['start_date']}.</p>
<p>Attached is a copy of your electronically signed contract for your
records.</p>
<p>Welcome to the team!</p>
<p>Kind Regards,<br />${recordValue['company_name']} Human
Resources Team</p>
<p><i>Do not reply to this email as it has been sent from an
unattended mailbox.</i></p>
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2.10 Passwords
Onboard Centre has the ability to change the way users create their password
(Candidates and Onboard centre users), these are:
Simple – a minimum of 6 characters and can be any type of characters.
Advanced – Advanced is a minimum of 6+ characters long, consisting of two
different (types of characters):
Letters
Capital letters
Numbers
Special characters
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2.11 Candidate Welcome Screen
When a candidate logs into Onboard Centre for the first time, they are presented with a
Welcome screen. The Welcome screen provides your company with an opportunity to
make its professional impression on the new candidate. This message can be seen as a
blank slate for your company to supply information and content to that candidate.
Onboard Centre has a preconfigured welcome message outlining a congratulatory
message and an outline of the process the candidate is about to take, this however can
be completely customised. The default message is in the below table. This message is
HTML formatted and uses the same tag functionality you saw previously. If you want to
make changes to this message or the attached content, your ConnX consultant will do
so during the configuration stage of implementation or you can contact ConnX Support.
There is a video under the message. The video can be customised to your organisation’s
needs. Within your implementation questionnaire, you were asked to provide this video
link. This video could be an induction video or just a company outline. The video must
be published and the link will have been added during the setup process by the ConnX
consultant. You can add more than one video.
HTML
Body:
<p align="left">Congratulations ${(user.firstName)!}!</p>
<p align="left">We are delighted to formalise our offer of employment
with ${(company.name)!}.</p>
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<p align="left">To download and review your offer of employment,
please click on the image to the left. This document is signed
electronically once you complete the acceptance process.</p>
<p align="left">In addition to accepting the offer of employment, we also
require you to complete various new starter forms. This process has been
automated to make the experience as easy as possible.</p>
<p align="left">Once you have read through your offer of employment,
and viewed the Company Information below, click
<strong>Next</strong> at the bottom of this page. You will then be
asked to provide us with important personal details which is used to
populate your new starter forms.
</p>
<p align="left">Following this you is asked to download, review and
formally accept the terms and conditions associated with your offer of
employment. </p>
<p align="left">If you have any questions regarding this process, please
do not hesitate to contact us on ${(company.phoneNumber)!}. We look
forward to receiving your offer acceptance soon. </p>
<p align="left">Yours sincerely,
<br />
<p align="left">${(company.name)!} Human Resources Team.</p>
Output
HTML
Congratulations ${(user.firstName)!}!
We are delighted to formalise our offer of employment with
${(company.name)!}.
To download and review your offer of employment, please click on the
image to the left. This document is signed electronically once you
complete the acceptance process.
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In addition to accepting the offer of employment, we also require you to
complete various new starter forms. This process has been automated to
make the experience as easy as possible.
Once you have read through your offer of employment, and viewed the
Company Information below, click Next at the bottom of this page. You
will then be asked to provide us with important personal details which is
used to populate your new starter forms.
Following this you is asked to download, review and formally accept the
terms and conditions associated with your offer of employment.
If you have any questions regarding this process, please do not hesitate
to contact us on ${(company.phoneNumber)!}. We look forward to
receiving your offer acceptance soon.
Yours sincerely,
${(company.name)!} Human Resources Team.
2.12 Setting up Onboard Centre in ConnX
New Starter records created in ConnX can be sent to the Onboarding system and after
the candidate has updated their details, they are sent back to ConnX which updates the
New Starter record prior to the record being processed to payroll.
For ConnX Onboard Centre to function correctly, ConnX requires a small amount of
configuration before candidates can be sent through to ConnX Onboard Centre and vice
versa.
Configuration from this page is only required once, however if a new onboarding user is
created and/or a new template is created, further ongoing configuration is required.
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2.12.1 ConnX Onboarding Configuration
Open the Onboard Account Configuration page via Admin > Setup > Settings > Onboard
Config.
The page has 3 tabs that store details for the onboarding system that will be used as part
of the interface to send new starter details.
2.12.1.1 Details Tab
Enter the information for the configuration on the Details tab:
1. Specify a name, such as Onboard Centre,
2. Select Onboard Centre as the onboarding system,
3. Enter the domain details for the onboarding system. This is the domain name of
your onboarding site provided by your ConnX consultant. For example:
https://widgetmaker.onboardcentre.com
4. Enter the API key provided by your ConnX consultant.
5. Select the In Use checkbox.
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6. Save.
7. Test Connection – Select this button to test the connection. A successful
connection means that the credentials on this page allow a connection to send new
starter records from ConnX to the onboarding system.
Setting Description
Name Enter the Name that you want to appear in ConnX for the onboard
system
Onboarding
System
Select the onboarding system to which the configuration is linked.
Domain Enter the domain supplied by ConnX, this is used to access the web
service.
API Key Enter the code supplied by ConnX that is used to access the web
service.
Show API Key Tick this box to show the actual API key code.
In Use When selected, this activates the onboarding system in the New
Stater pages. If there are no onboarding systems set to in use then
onboarding functionality is not available on the New Starter pages
Test Connection This button calls the API for the onboarding system and validates
the details saved for the configuration.
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2.12.1.2 Templates
Template names are defined in Onboard Centre. However, these template names must also
be added to ConnX to allow users to select which template to use when sending a new
starter record.
To add a template:
1. Select the Templates tab and select Add. ConnX shows the Add Template window.
2. Enter the template name New Offer – Template.
3. Select Save. The Template Name is added to the grid.
4. Repeat this step if you are using multiple Onboard Centre Templates (eg Australia,
New Zealand, Volunteer)
2.12.1.3 Setting up Onboarding Users
The grid on the Users tab shows all ConnX HR and System Administrators and their linked
Onboard Username. Onboard Centre usernames are specified here to ensure when
candidates are created that the candidate is linked to the Administrator that was responsible
for creating the new user in ConnX. This also grants the ability for nominated users to
Onboard candidates from the Manage New Employee page in ConnX.
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Each HR and System Administrator user listed in the tab that is able to send new starter
records to Onboard Centre must have their Onboard Centre User Id specified as their
Onboard Username in this tab.
To add an Onboard Centre user id to ConnX:
1. Select the ConnX user from the grid and select Edit..
2. In the Onboard Username field enter the Onboard Centre User Id. If you skipped
a step of creating users in Onboard Centre please go back and create these (please
refer to Section 2.3). At this stage you are able to enter in the user IDs.
3. Select Save or use the drop down to select another save option The Onboard User
Id is added to the grid, and the user can now access the Onboard Centre templates
on the New Starter page.
You can remove a user, if the user is no longer a user of Onboard Centre. To Remove an
Onboard Centre user id from ConnX:
1. Select the ConnX user from the grid and select Edit..
2. Clear the Onboard Username field.
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3. Select Save or use the drop down to select another save option. The user no longer
has access to the Onboard Centre templates on the New Starter page.
2.12.1.4 Using Onboarding with New Starters
When Onboard Centre has been configured in ConnX, and you create a New Starter record,
you are given the option to send the record to Onboard Centre by selecting the Onboard
button at the top of the Manage New Employees page.
Navigate to Manage New Employees page via HR Admin > HR > Manage New Employees.
1. Select the New Starter record you want to send to OnboardCentre.
2. Select Onboard.
3. Using the Select Onboard Name drop-down list, select the onboarding system to
use.
This option will only appear if there is more than one onboarding system configured.
The name specified in the onboarding configuration is displayed in the dropdown list.
1. Using the Select Template to use drop-down list, select the template that will be
used. This will only appear if you have multiple templates.
a. The list displays the onboarding templates configured on the template tab for
the selected onboarding system if others are in use.
b. If there is only one template configured for an onboarding system then the
template is automatically selected and this drop down list is not shown on the
page.
2. Select Send. The record is sent to Onboard Centre and when a successful response
is received the onboarding status is updated.
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3. The user who created the candidate is notified and a new tab with Onboard Centre
shall appear allowing the user to log in and complete the candidate process.
4. Complete the remaining details directly in Onboard Centre using the Letter of Offer
screen.
5. The ConnX Web Service processes the submitted information that is sent from
onboarding, and the Onboard Status is shown at the top of the Manage New
Employees screen.
2.12.1.5 Onboard Centre Distribution List
To set up the distribution list for Onboard Centre notifications (If applicable) you must be
an administrator of ConnX:
1. Open Distribution Lists via Admin > Setup > General > Distribution Lists.
2. Enter a name into the New Distribution List field, and select the Add button to
add the list will be displayed in the grid.
3. Use the Select button adjacent to the new distribution list from the grid. You can
now add employees.
4. Use the drop-down lists to select which ConnX users to notify, and then Add.
5. Repeat Step 4 to add more users to the selected distribution list.
6. You must now link the distribution list to the Web Service. The next step is not
required if this has already been setup. However, for this purpose we shall ensure
it is setup.
7. Open the Web Service Interfaces page via Admin > Setup > Settings > Interfaces
– Web Service.
8. If the web service has already been setup there is a web grid with an entry displaying
Onboard Centre. If this is not setup, with the assistance of your ConnX consultant
the following instructions will have to be followed.
9. Key in the Web Service Address. You must gather this information from whoever
installed CWS (ConnX Web Services).
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10. Select Test to make sure the web service is available, and then select Save to add
the service reference to ConnX.
11. Select Add at the top of the grid.
12. Key in the Interface Name (we suggest using “Onboard Centre”) and select Save.
An email is sent to the ConnX Support Representative, requesting a ConnX Web
Service Interface Validation Code.
The ConnX Support Representative generates and sends you a validation code.
13. When you receive the ConnX Web Service Interface Validation Code, go to Admin
> Setup > Settings > Interfaces – Web Services and select the Web Service Interface
that you created for Onboard Centre.
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14. Copy the validation code from the message, paste it into the Validation Code field,
and select Validate.
15. Key in the User Name and Password and select the In Use checkbox. Your
Onboard provider supplies you with the User Name and Password when you sign
the contract with them.
16. Set the Distribution list for Employee Insert Method to the Distribution List you
created in Step 2 of this procedure.
17. Select Save or use the drop down to select another save option. The members on
this distribution list are notified when Onboard Centre sends a record to ConnX via
the ConnX Web Service.
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2.12.2 Importing BSBs
ConnX requires each BSB to be imported before it can accept a candidate with bank
details. Fortunately, ConnX has the ability to import all BSB’s with one import.
A BSB (Bank State Branch) number is a numerical code used to identify the financial
institution, the state and the branch location.
A list of numbers that have been entered into ConnX are shown in the web grid under
Admin > Setup > Payroll > BSB. If this has not already been imported please follow the
below steps to import these BSB numbers.
To import the BSB data:
1. Select Import at the top of the screen.
2. Use the Select File to locate the correct file on your local computer or drag and
drop the document into the space in the control.
3. Select Import.
NOTE
ConnX does not provide the BSB file, however you can
download the file from Australian Payments Clearing
Association Limited at http://bsb.apca.com.au/. We
suggest you download the “BSB Full List Text File Format”
CSV file.
If you are downloading and importing the complete file, it
will take anywhere up to 10 minutes to import, depending
on the capacity of your server.
If you have all BSB entries, but require a new BSB, you can manually add the BSB and
bank details via the BSB page in ConnX.
To add the BSB and bank details:
1. Go to Admin > Payroll > BSB
2. Select Add. ConnX shows the following window.
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3. Complete all fields.
4. Select Save or use the drop down to select another save option.
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3.0 CANDIDATE OFFER
3.1 Candidate New Offer
The creation of a candidate to Onboard Centre can be established through the HR Admin
> HR > Manage New Employees section of ConnX. If using the recruitment module, you
can be redirected to the HR Admin > HR > Manage New Employees page at the time of
finalising the applicant. This process directly integrates through web services so the
information filled out within Manage New Employees is sent directly to Onboard Centre
for seamless integration. ConnX is not a requirement to create a new candidate. From
within Onboard Centre, you have the ability to create a candidate without ConnX. This is
dependent on the user having specific permissions to create a candidate. If the user has
specific access, the user will sign in and select New Candidate which starts the candidate
process from the beginning.
There is the ability to create bulk candidate records, details on how to do this are included
in Appendix A
The following instructions show how a new candidate is processed from ConnX to
Onboard Centre, whether you are using ConnX or not.
1. If you are using the ConnX Recruitment module, after finalising the applicant
process, you can create a new starter via Manage New Employees or a Request
to Create a New Employee.
2. If you are not using the Recruitment module, navigate to HR Admin > HR > Manage
New Employees and Add a New Starter.
3. Complete all mandatory fields from the New Starter page for onboarding.
a. Start Date
b. Name
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c. Surname
d. Mobile Number
e. Email
4. The above fields are just the mandatory fields required to ensure the starter is
created in Onboard Centre. However, it is best practice to ensure all fields are
entered into the new starter page for seamless integration.
Other fields that will integrate include:
- Payroll Database
- Payroll Company
- Position Title
- Hourly Rate and/or Annual Salary
5. This information will help to create your offer once sent to ConnX Onboard Centre.
Once all fields are complete, select Save. A button on the top right hand side of
the screen saying Onboard will appear. Select the Onboard button.
6. This will send the candidate’s details directly to Onboard Centre.
NOTE
Please note, if an error in connection occurs,
a log is created, detailing the reason for this
issue. The user will have the ability to also
resend the candidate set out in Step 5.
7. Log in to Onboard Centre and under your Dashboard the new starter is present.
8. Select the new starter and all fields entered in from ConnX are pre-populated so
you may proceed to step 11. If you are creating the offer manually in Onboard
Centre please proceed with all steps listed below.
9. If you are not creating the candidate from ConnX, the following screen is available
when you select the New Candidate button on the Dashboard screen in Onboard
Centre.
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10. Select Next.
11. You will then have to manually enter in all fields that are marked with an asterisk.
12. Onboard Centre will now show the New Offer details page. This page displays fields
which have already been completed in ConnX (if applicable) as a part of the
Manage New Employee creation and prepopulate the candidate offer. However,
there is some information which will require some attention before the offer can be
sent.
13. The Offer Upload section prompts the user creating the Offer on whether they
wish to upload a new “Letter of Offer”. Onboard centre by default will have the
generic employment contract you have uploaded. This may be used in all
occurrences and will update the contract with the applicable tags you have used. If
you select NO then you are using the generic contract. If you say YES, you are
agreeing to upload a new contract which you have created yourself for this specific
candidate. Please then select the contract for upload and continue the candidate
process.
14. The Position Description and Contract Attachments section allows you to upload
your position description and any contract specific attachments. These attachments
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will append to the back of the employment contract. Please upload these within
this section if applicable.
15. Once all fields are completed, you are prompted to either Send for Review or Offer
to Candidate. This is dependent on whether you chose to use the review process.
If you have no review process, then select Offer to Candidate, this will notify the
candidate of the onboard process via email and SMS and the new candidate
process is complete. If you have chosen to use the review process, select Send for
Review.
16. A new pop-up window will appear indicating who should review this candidate
offer. This list is populated directly from the list of users from the Review Candidate
process at the beginning of this manual. If you have chosen a review group and
that employee does not appear in the list, they are not a user within this group and
are required to be added.
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17. Once you have selected a reviewer, the page will provide you with several options.
18. Edit – This will allow the user to make any changes that may be required before the
reviewer approves the offer.
19. Approval Override – This will allow the current user which created the offer to
override the approval. This is then documented in the history of the offer seen
below in the tabbed section. A comment must be left to acknowledge why it was
overridden.
20. Resend Reviewer – This will allow the user to resend the email sent to the reviewer.
21. Copy Offer – This will allow the user to copy the offer which you originally created.
The duplicated offer is automatically filled out with the previous information from
the last offer.
22. Delete – Removes the offer completely.
23. The reviewer is sent an email outlining that there is a candidate offer for review.
When that user signs in, their Dashboard will display with a review in the To Do list.
The user is to select the candidate.
24. It is now up to the reviewer to read through the offer and ensure that it is accurate.
The reviewer will then approve or reject that offer.
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25. If the offer is accepted, an email to the Offer Creator is sent and the offer sent to
the candidate.
26. If the offer is rejected, a notification process will occur where the reviewer will email
the user who created the offer, explaining the reason for the rejection. A window
similar to below is shown:
The process will then be redone until the offer is approved.
This example assumes that there is only one review process, however, this may not always
be the case.
3.2 Candidate Rejects Offer
In the instance that an offer is rejected by the candidate, it is up to either the
Administrator and/or Onboard Manager to remove the record. The candidate does not
have the ability to reject the offer through onboard centre. Typically, the HR team and/or
interviewer would be notified that the candidate has rejected the offer.
Therefore, the candidate must be removed.
1. Contained in the Recent tab under the dashboard, you will find the candidate. Select
that candidate from the list.
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3.2.1 Offer with Candidate
1. Select the Delete button on the right side of the screen.
2. You are requested to provide a reason for this offer being rejected. That review
reason is highlighted on this candidate’s record.
3. If the rejection happened to be a mistake, the offer can be undeleted by navigating
to Search and entering in the candidate name from the search function. Select that
employee and select Undelete. This means the candidate's access to the offer is
restored, but not accessible until it goes through the review process again.
4. Rejected offers will require an update of the status on the Manage New Employee
page of ConnX. This enables a user to delete the New Employee record.
3.2.2 Deleted Candidate
Fields Sent Description
salutation Title
emp_code Candidate employee code
NOTE
Please refer to the following table for information about
the Onboard Centre fields which are updated by ConnX
during the new candidate process.
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Fields Sent Description
candidate_first_name Candidate First Name
candidate_last_name Candidate Last Name
date_of_birth Date of Birth
external_id Employee Code
candidate_addr_street Candidate address street
candidate_addr_suburb Candidate address suburb
candidate_addr_state Candidate address state
candidate_addr_postcode Candidate address postcode
start_date Start Date
position_title Position Title
reporting_manager_first_name Reporting manager first name
reporting_manager_last_name Reporting manager last name
reporting_manager_title Reporting manager title
candidate_email Candidate email
candidate_mobile_no Candidate mobile number
department Candidate’s Department
division Candidates’ Department Division
company Candidate’s Company
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4.0 CANDIDATE ACCEPTANCE
4.1 Candidate Process
The following example shows a candidate going through the candidate acceptance
process. This process is undertaken after the offer has been through its final review.
1. The candidate is notified via SMS and email when an Onboard Manger,
Administrator or Reviewer has sent the candidate an offer, the below email is sent
to the candidate outlining they have been selected for the position and are required
to complete the onboard process.
Figure 4.1 Example Email Notification
NOTE
Please note that emails sent from Onboard Centre can
sometimes appear in the candidate’s junk mail box.
However, candidates are notified of this occurrence via
the SMS notification which is received at the same time
as the email. This notification is customisable and maybe
different in some circumstances.
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2. The email will outline the specific information and credentials to begin the onboard
process. This email contains a link to Onboard Centre and a temporary password
which is changed at the time of login.
3. Once the candidate is logged in for the first time, they are presented with a
congratulatory message including a video message and LinkedIn contact list if you
have selected this option in your implementation questionnaire. The candidate can
also clearly see the current progress of the candidate process remaining on the top
of the screen.
Figure 4.2 Candidate Welcome Screen
4. The candidate can also view the employment contract and any applicable
documentation (for example: Fair Work Statement) and/or company policies which
were submitted with your questionnaire on this page. The employment contract
can be downloaded however will not detail the acceptance status, date and
electronic verification signature. This will only be populated at the time the
candidate accepts the offer, which is at the very end of the process.
5. Candidate will select Next.
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6. This part of the process is referred to as the Candidate Questionnaire section. The
candidate will only be required to fill out specific Super, Bank, TFN and additional
fields which have not yet been obtained during the New Starter and New
Candidate process. The candidate will complete this Questionnaire and all other
mandatory questions which will prefill specific forms such as the TFN declaration
and Super form(s).
Figure 4.3 Example Candidate Questionnaire
7. There are a number of different questions that are required of the candidate and
some which are customised to the organisations requirements but also to the type
of template you are using. This manual is unable to list all specific questions, but
rather make you aware of the process.
NOTE
Please note that this questionnaire has a number of
expression rules. For example, if the user selects more
than one bank account, a secondary bank account form
will appear. If the employee does not have a TFN, they
are asked additional questions as to why.
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8. Superannuation has a number of different applicable questions depending on the
type of super the candidate wishes to nominate. They will only be required to fill
out the specific information based on the option that they choose.
9. After the candidate has completed all necessary fields within the questionnaire, they
are ready to accept the offer. Select Next.
10. The Acceptance screen explains to the candidate the process of electronically
signing the formalised documentation. This is done by downloading each
document and verifying you agree to the specific document(s). These documents
are added at the time of implementation and have been agreed during
implementation.
11. Accepting an offer requires the candidate to download each document and select
‘I Agree’ to each.
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12. The candidate can review each piece of documentation from their browser as it
downloads or from their download folder. Below is an extract from the TFN
declaration for the example candidate, which has been populated by the user
information entered.
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Figure 4.4 Example TFN form
13. After all documents are downloaded and agreed to, the candidate will accept the
offer. The candidate is notified via SMS on their mobile of a PIN which they are
required to enter into Onboard Centre when the prompt appears. If the SMS does
not appear on the candidate’s mobile within 60 seconds, the Administrator or
Onboard Manager can re-issue that SMS from the candidate record in Onboard
Centre.
14. Another congratulatory message shall appear advising that everything is complete
and “Welcome to the Team”.
NOTE
There is a Don’t Accept button which only provides the
candidate with the number for the HR team. selecting this
button does not delete or notify the HR team.
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15. The candidate may now download the employment contract that outlines the
acceptance details not previously shown.
16. Once the candidate has accepted the offer, the candidate workflow step changes
to With Payroll for Processing. The creation officer, manager and any configured
user groups are notified and the Completion Officer or Administrator can now login
and mark the candidate complete after downloading their specific documents.
17. When one of the above users signs in to Onboard Centre they may download the
supplied documents if they choose to do so. This is the last time they are able to
download the completed forms before the Redact process occurs. This process
removes sensitive material such as TFN details from the candidate record. The
documents will still be available, however the sensitive material is missing. The user
will then be prompted with the below option to Complete or Insert ConnX
Employee. If the user wishes to send the record back to ConnX they will need to
select Insert ConnX Employee. Once this option has been selected the user is
notified via an on-screen message that the communication was successful. The
employee record in Manage New Employees will now be updated. The user will
now select Complete to finish the process for this candidate.
18. The data is then sent back to ConnX and the status of the candidate changes to
complete. During this process, a redact process is committed by Onboard Centre.
This redact process will remove sensitive data from the candidate record such as
the TFN and Bank details.
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WARNING
The redact process will remove sensitive
data from Onboard Centre. This data will
not be retrievable after this process.
Therefore, all documents must be
downloaded before completion.
19. Once the record is complete, ConnX is notified of the record and the Manage New
Employee record is updated with the change of status.
20. The user controlling the new starter will now check that record and any exclusions
created. Once these have been reviewed and edited the user shall submit the record
to create the employee record and forward the information to payroll.
21. ConnX will then go and create the record in payroll and issue any employee tasks
set to a New Employee (if applicable).
4.2 Updating a Start Date
Once an offer has been issued to a candidate, an Administrator can update the start date.
To do this, go to the candidate record and select “Update Start Date”, then nominate the
updated start date and change reason in the required fields. This will trigger an email
notification to the candidate. The candidate will not need to re-enter any details already
provided in the Candidate Questionnaire, they will be required to accept their offer.
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4.3 Resending the Candidate PIN
Onboard Centre has the ability to resend emails, resend PIN’s and retrieve a PIN if a
candidate happens to run into issues. All these functions are available on the candidate
record.
In a scenario where the candidate or user who created the candidate may have sent the
incorrect email or had to resend a PIN and/or retrieve the PIN on the candidate’s behalf,
these are all accessed from the one page. Depending on your role, this can be obtained
from the candidate record.
1. Sign in to Onboard Centre
2. Within your Dashboard you will see the candidate’s name. This may or may not
appear in To Do or Recent it depends on the status of the candidate.
3. Select the candidate record.
4. The screen shall present new options which are dependent on the status of the
candidate.
a. If a candidate has just been sent an email, the user logged in can only Resend
Email since a PIN has not been sent for Offer Verification.
b. If the Offer Verification has been sent, then the user is able to Resend PIN
and Retrieve PIN. Resending the PIN will send the candidate a new PIN, the
retrieve PIN button will give the last PIN sent so the employee can use that
PIN to verify.
This page also has the ability to Copy Offer, Edit, and Delete the candidate offer if so
required and is subject to your permission levels.
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4.4 Withdrawing an Offer
Once an offer has been issued to a candidate, an Administrator can withdraw the offer
at any stage. To perform this action, simply access the candidate record from either the
Dashboard or Search tabs and select ‘Withdraw’.
4.5 Deleting a Candidate
If, during the process of creating a candidate, you have made a mistake or the offer is no
longer being made, you are able to delete the record from within Onboard Centre.
Whether you created the candidate within ConnX or within Onboard Centre, the process
is the same. However, if you created the candidate within Onboard Centre, there is no
status update to ConnX because the candidate was never created in ConnX.
4.6 History and Auditing
Administrators and owners of a candidate may check the history (auditing) of a candidate
to see any anomalies/queries that may have occurred from the start of the candidate
being created to the time of completion. These details outline everything that may have
occurred during the process that a user may wish to query.
To access the history and auditing information:
1. Sign into Onboard Centre
2. Select the Search tab.
3. Enter the created date from and to that is applicable to your record creation date.
NOTE
Please note the above example is at a status of Accepting
Offer, therefore, the Resend PIN and Retrieve PIN options
are available. The user signed in at this time is an
Administrator. These options are not available If the user
does not have access to edit or delete.
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Select the candidate record from the list. The candidate’s record is shown with three
tabs across the top.
4. Select History.
The following image shows an example of the screen that details any changes made
to the record, more specifically, the history, including when the change was made,
the user who made the changes, and a description of each change.