We have made some changes to our Onboarding and Referencing in both our Standard and Enhanced Onboarding products. The changes will provide a better experience across referencing for both Standard and Enhanced Onboarding features – and the Onboarding Overview, Onboarding and Compliance tabs in our Enhanced Onboarding feature.

These changes will be live in your Jobtrain platform from Friday 18th August 2023.

• Updates relevant to both Standard and Enhanced Onboarding
  • Reset Item Email Notification
  • Onboarding Setup / Administration
  • Onboarding or Compliance Overall Settings
  • Onboarding / Compliance Templates
  • Add New Reference
  • System Alert: Reference Reminders 
• Updates relevant to Enhanced Onboarding only
  • Actions menu
  • Search Onboarding sections 
  • Onboarding / Compliance pack
  • ‘Hidden’ Onboarding sub-statuses
  • Notes
  • Compliance
• Onboarding Setup / Administration
  • Onboarding, Compliance & Reference Reports
  • Candidates display of Onboarding / Compliance
  • References

What’s changed?

The following is a list of changes we have made to make your experience even better!

We’ve split these release notes to highlight the changes relevant to both our Standard and Enhanced Onboarding products and the additional development we have completed just for Enhanced Onboarding.

Updates relevant to both Standard and Enhanced Onboarding

Reset Item Email Notification

You can now set up an email that will automatically be triggered when resetting an onboarding or compliance item, to inform the candidate to review and return the re-issued item.

This can be set up by going to Settings > System Customisation > Emails > Onboarding Process:

Onboarding Setup / Administration

To prevent updates to Onboarding or Compliance templates from affecting candidates / users mid-way through the process, we have made some changes to Onboarding / Compliance Settings and Templates.

Onboarding or Compliance Overall Settings

The Onboarding/Compliance Settings area is where you can find a complete list of item categories available for onboarding or compliance purposes.

This includes an in depth set of onboarding or compliance categories that you can utilise.

Once you've selected a category from the list, the Onboarding and Compliance Templates enables you to customise the specific documents, forms or content that will be linked with that onboarding or compliance category for a given type of offer.

Here is a list of changes to the Onboarding/Compliance Settings:

• The document list title can no longer be edited.
• By selecting Add New, you can create a new Description and Short Label (which displays on the New Starters / Onboarding / Compliance hub).
  • Once you have saved the new item, the text boxes will disappear and revert to a non-editable display.
• You can now click and drag to re-order the display of Onboarding or Compliance items. The display order change is reflected in the Onboarding Hub.
• If you need to changed or re-label an existing item, click Add New and enter a new label for the item.
  • Once you have done this, use the remove icon to remove any Onboarding or Compliance sections that are no longer required).

If there are any onboarding / compliance templates with content against the category, users are prompted to review the specific onboarding / compliance templates that include the content against the item that you are removing.

You can copy and create a new version of the onboarding / compliance templates that do not include the item that is being removed.

Once the changes have been made to the Onboarding and Compliance overall settings, this will update the display of the Onboarding Hub.

Onboarding or Compliance pages will update to reflect the changes of the labels and the order set.

Any existing onboarding or compliance templates in place prior to the changes will not be altered.

If a user attempts to 'Delete' an overall Onboarding/Compliance checklist item, a warning prompt is displayed, as shown below:

If there are Onboarding / Compliance templates with content against the category, users are prompted to review the specific Onboarding / Compliance templates that contain content against the item to be removed.

You can copy and create new versions of Onboarding / Compliance templates that do not contain the item to be removed.

Onboarding / Compliance Templates

Onboarding and Compliance Templates enable you to customise the specific documents, forms or content that will be associated with that onboarding or compliance pack for a given type of offer.

• Once an Onboarding / Compliance template has been issued to candidate(s) it is no longer editable and the ‘Save’ button will no longer appear.
• A copy button has been added to Onboarding Templates to make the process of updating new versions of onboarding / compliance templates easier.

Add New Reference

Once references have been requested, the Add New Reference button allows a ‘quick add’ of basic new referee details, as well as the ability to proceed immediately to requesting a new reference.

System Alert: Reference Reminders 

• In Settings > System Alerts, the ability to send (up to a maximum) of five automated reference reminder emails.

Reminder emails cannot be sent indefinitely as there is a risk the 'from' email address will be blocked as spam if reminders continue to auto-send.  

The number of email reminders that can be issued is therefore limited to five.

Updates relevant to Enhanced Onboarding only

Actions menu

We have added an Actions button across all Onboarding Hub pages. This allows you to:

• Send an email from any page of the Onboarding Hub
• Send a text message from any page of the Onboarding Hub
• Access a candidate’s Starter Form / Checklist (which is usually found against the candidate’s record within the job they have been offered)
• Mark the candidate’s overall Onboarding / Compliance as complete from any page of the Onboarding Hub
• Remove the candidate from the process from any page of the Onboarding Hub
• Change Admin updates the Onboarding / Reference / Compliance admin from the associated Onboarding Hub page *

* The Change Admin feature only adds additional admins to the existing admin list.

This does not change or replace the existing one.

Search Onboarding sections 

• A new Search Candidate Name field appears across all tabs of the Onboarding Hub. This allows you to search directly by a candidate’s name to see their progress.
• The search/filter menu now allows you to search by the following filter options:
  • Onboarding/Reference/Compliance Admin/Hiring Manager, depending on which tab of the Onboarding Hub you are viewing.
  • On all tabs, you can filter by:
    • Candidate Application Status
    • Department
    • Division
    • Job
    • Job Location
  • In the References tab, you can filter by the Referee’s email address.

Onboarding / Compliance pack

If you have issued an Onboarding / Compliance pack to a candidate and the pack does not include all the listed documents, this will be greyed out to allow you to have better visibility of the items that are not required for them to complete.

‘Hidden’ Onboarding sub-statuses

We have also added the ability to filter by Onboarding sub-statuses.

Select which sub-statuses are displayed in the Onboarding Hub by going to Settings > Onboarding > Onboarding Sub-Statuses.

After selecting a sub-status to be included in the Onboarding Hub, you can then choose to toggle on Display in Onboarding Hub.

If you choose not to include some sub-statuses from the Onboarding Hub, the candidates will be hidden from the Onboarding Hub across all sections.

To find candidates at ‘hidden’ onboarding sub-statuses, we have added the ability to be able to include the hidden sub statuses.

• A new Include Hidden toggle allows you to search for all candidates, including those at hidden statuses.

The benefits of ‘hiding’ candidates at certain onboarding sub-statuses is it allows you to manage offers where the onboarding may pause or remain incomplete, without having to ‘mark complete’ or remove all onboarding data returned so far.

• If a candidate is at a ‘hidden’ onboarding sub-status, their data is not included to the stats tiles that are displayed in the Onboarding Hub.
• You can update candidates’ sub-statuses by clicking on the ‘Onboarding Status’ of the candidate, within the Onboarding Hub Overview tab.
• Once a candidate has been updated to an onboarding status that is displayed on the Onboarding Hub, their record will automatically display in the Onboarding Hub and their data will be included in the Onboarding Stats tab.
• All onboarding sub-status changes are tracked in the candidate’s history log.

Candidates at hidden onboarding sub-statuses will still appear in the Standard Onboarding, Referencing and Compliance reports.

Notes

In the Onboarding/References/Compliance tabs, if you see a red dot next to an item, this means that there is a note against it.

• To view the note, simply click on the red dot next to the item and this will display the Candidate’s Notes menu. 

Compliance

• Once a note is added against a Compliance item, the red dot appears against that item in the Compliance tab of the Onboarding Hub.
• If there are multiple items within a Compliance category, the red dot appears against the candidate’s name in the Compliance tab.
• A notes button now appears across all tabs in the Onboarding Progress menu of the candidate record:

• If a note has been added, a red dot will also display against the item in the candidate/onboarding progress display:

• By clicking on the red dot, it will open the Candidate Notes menu against that item, whilst still viewing the candidate’s onboarding progress record.

Onboarding Setup / Administration

Onboarding, Compliance & Reference Reports

• A candidate application status filter has been added across Onboarding, Compliance and Reference reports.

Candidates display of Onboarding / Compliance

• When candidates upload a document, they can now view both original documents and their uploaded version of the document.

References

When commencing the Onboarding Process, there is now an option to nominate which Hiring Manager(s) should have visibility of the reference progress for the candidate.

• Once you select a user, this gives the system user access to the candidate’s data in the Onboarding Hub.

Security Role options allow configuration of the Hiring Manager’s ability to Mark Complete, Remove From Process and Change Admin in the Onboarding Hub.

If you allow access to the Onboarding Hub for Hiring Managers, they will have full visibility of all Onboarding, Compliance and References of those candidates where they are nominated as a Hiring Manager for that element of the onboarding process.

• The reference buttons have been cleaned up and combined into an Actions menu against each reference.

• Some of the Reference Actions are Security Role based (Cancel, Edit, Send Reminder, Upload Manual Reference, Gap/Concern, Notes), so the display will vary dependent on a user’s Security Role configuration.
• A new History button displays just the history items relating to that reference:

• The ability to cancel a reference (and prevent any future automated reminders from being sent).
• The ability to edit and update a referee’s email (and for any future automated reminders to go the updated email address).
• Where a referee’s email address has been edited, the Onboarding Hub displays an orange tick: