onboard centre implementation manual · 2020-07-27 · 2.12 setting up onboard centre in connx 44...

C o n n X O n b o a r d C e n t r e I m p l e m e n t a t i o n M a n u a l

Copyright © 2017 - 2020 ConnX Pty Ltd 1 of 75

ONBOARD CENTRE

IMPLEMENTATION MANUAL

Version 6.0


2 of 75 Copyright © 2017 - 2020 ConnX Pty Ltd

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

http://www.connx.com.au/



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



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



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.



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

mailto:[email protected]



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.



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



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.



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.



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).



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.



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



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.



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.



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.



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.



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



Create Records

Can create records

Delete Records

Can delete records

Remove Records


View

Can view record

Edit


Search Access


Approval Override


Reassign Reviewer


Completion




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



Create Records

Can create records

Delete Records

Can delete records

Remove Records


View

Can view record

Edit


Search Access


Approval Override


Reassign Reviewer


Completion




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



Create Records

Can create records

Delete Records

Can delete records

Remove Records


View

Can view record

Edit


Search Access


Approval Override


Reassign Reviewer


Completion


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.



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.



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



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.



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.



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.



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.



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.



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]']}




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]']}




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]

']}




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]}

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, 

 

Please sign into <a href="https:/widgetmaker.onboardcentre-

sandbox.com/">Onboard Centre</a> and check the offer submitted to

you for review.

 

<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>

Kind Regards, ${recordValue['company_name']}

${recordValue['hr_fullteam_name']} Team

Do not reply to this email as it has been sent from an

unattended mailbox.

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: Hello,

The employment contract for <a

href="https://${companyServerName}/#candidate/${record.masterId?c}"

>${recordValue['candidate_name']}</a> has been rejected with the

following comments: ${rejectionMessage}. 

Please log into <a


>Onboard Centre</a> to review the comments and make any

corrections required.

Do not reply to this email as it has been sent from an

unattended mailbox.</td>



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.

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: Dear ${recordValue['candidate_first_name']},

Congratulations!

We are pleased to offer you the position of

${recordValue['position_title']} as part of the

${recordValue['company_name']} team.

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. 

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.

<a

href="https://${companyServerName}/viewInvite.shtml?ID=${invite.hash}

">Click here to view your offer</a>

[#if temporaryPassword?has_content]Your temporary password is:

${temporaryPassword}[#else]Your password is the same one you have

used previously.[/#if] 

TIP - copy and paste your temporary password to log in.



Some of the information you'll need: 

<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>

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.

Kind Regards, ${recordValue['company_name']} Team

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 ${recordValue['candidate_name']} has accepted their offer of

employment and is now ready for payroll processing. Please log onto

<a


>Onboard Centre</a> to finalise this new employee.

<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>

Kind Regards, ${recordValue['company_name']} Human

Resources Team

Do not reply to this email as it has been sent from an



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

Body Congratulations ${recordValue['candidate_first_name']}!

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']}.

Attached is a copy of your electronically signed contract for your

records.

Welcome to the team!

Kind Regards, ${recordValue['company_name']} Human

Resources Team



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

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:

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.

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.

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.



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.



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.



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.



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.



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.



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.



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).



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.



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.



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.



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



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.



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



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.



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.