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Is a new employee joining your team 😊? Do you want to create an account for them in Eurécia?
The arrival of a new employee requires a number of tasks to be completed by several contributors.
With Eurécia, these tasks can be assigned and tracked using the 'Onboarding' feature of the HR Portal module.
We explain everything!
⚠️ Warning! Prerequisite: Create your Onboarding templates!
Before starting the creation of an employee WITH onboarding, it is essential to have previously created/configured your Onboarding templates. It is in the onboarding templates that you will:
- add and assign tasks
- draft the welcome email
- configure the Onboarding form
Go to our dedicated article: Customize your on-offboarding processes
In this article:
- The different steps to create a user WITH Onboarding
- The different steps to create a user WITHOUT Onboarding
- Assign a 'Talents' user profile
- How to find my future employees?
- How to find scheduled tasks?
The different steps to create a user WITH Onboarding
Access: Admin area > Paramètres généraux > Salariés et utilisateurs
The Onboarding mode gives your future employees access to a specific space in Eurécia. They can add their personal information as well as the documents you request from them.
When their contract start date is reached, they will automatically switch to the same space as your active employees.
The Onboarding mode is only available for customers who have subscribed to the HR Portal module.
You will find all the information to configure your Onboarding processes and tasks right here: Customize your on-offboarding processes
- Click the button
at the top right of the screen,
- The user creation wizard opens,
Step 1: Creation type
- Check:
- 'Gérer onboarding':
- Create the new user from:
- An empty user record to start from a blank employee record
- An existing user to reuse certain information from another employee's record (in case of replacement, job duplication, etc.)
- Check the modules to activate: subscribed modules to which the employee will have access,
- Click 'Suivant' to continue.
Step 2: Prerequisites
- General:
- Select the employee's user profile,
- Select the working hours (you can create a new one specific to this employee by clicking 'Nouveau')
- Leave & Absences: set the leave profile,
- Expense Reports: assign an expense report profile to the employee,
- Click 'Suivant' to continue.
⚠️ Warning!
The user profile to enter must be the profile the employee will have after being hired. Eurécia will automatically assign an Onboarding profile as long as their hiring date is in the future.
Step 3: Enter my future employee's information
- Enter the personal information of the new employee. All fields with asterisks are mandatory. You can enter other information later.
📋 Good to know: New! The Onboarding form
In the lovely Onboarding form sent in the welcome email, your future employee can enter their personal information themselves, which will automatically populate their employee record!
- Enter the employee's contract start date, which will be used to prorate their leave rights based on their arrival date.
- Click 'Suivant' to fill in the requested information.
- Click 'Save' to then access the customization of onboarding tasks and the sending of the welcome email and onboarding form.
⚠️ Warning!
The email address entered at this step will serve as the login ID for the employee to access the platform. It must not contain accented letters or apostrophes.
By clicking “Save”, you land directly on the Onboarding management page for your future employee!
Choose your Onboarding template and go!
Tadammm!
Step 4: Customize my onboarding
Good to know!
The tasks linked to this template are automatically selected and the completion date adapted based on your employee's contract start date.
At this step, you can customize the selected template:
- add/remove tasks
- change the task owner
- add an attachment
- change the due date
- modify the welcome email
If certain tasks are already completed, you can change their status immediately.
📋 Good to know: Tip
If you change the contract start date after selecting the template, simply modify the selected template for the task completion dates to reset.
You can access your employee's Onboarding later,
Either in their employee record, click 'Onboarding':
Or in your HR Portal > Pilotage du on/offboarding:
Step 5: Launch onboarding
You can choose here to send the welcome email at the same time as launching the Onboarding, or launch the Onboarding only to, for example, start preparing certain tasks in advance. You can send the welcome email later.
You can also create a task in your template “Send welcome email”. 😊
Task owners will automatically receive an email or notification alerting them of the actions to complete and the due date.
Step 6: Track my onboarding
Access: HR Portal > Pilotage on/offboarding
Do you want to track onboarding progress? Modify tasks/due dates? Send/resend the welcome email? Right this way 😊!
Edit and send/resend the welcome email:
- Access the on/offboarding management page,
- Click the name of the relevant employee,
- Click 'Plus d'actions > Voir l'email de bienvenue',
- You can edit the email or the text content if needed,
- Click 'Envoyer l'email'.
And that's it 😊! Your future employee will receive an email allowing them to access their Onboarding space and enter, via the form, the requested information and documents.
The different steps to create a user WITHOUT Onboarding
Access: Admin area > Paramètres généraux > Salariés et utilisateurs
- Click the button
- The user creation wizard opens
Step 1: Creation type
- Create the new user from:
- An empty user record to start from a blank employee record
- An existing user to reuse certain information from another employee's record (in case of replacement, job duplication, etc.)
- Check the modules to activate: subscribed modules to which the employee will have access
- Click 'Suivant' to continue.
Step 2: Prerequisites
- General:
- Select the employee's user profile
- Select the working hours (you can create a new one specific to this employee by clicking 'Nouveau')
- Leave & Absences: set the leave profile
- Expense Reports: assign an expense report profile to the employee
- Click 'Suivant' to continue
Step 3: Enter information
- Enter the personal information of the new employee
- Enter the employee's contract start date, which will be used to prorate their leave rights based on their arrival date
- Enter the email address of the new employee
⚠️ Warning!
The email address entered at this step will serve as the login ID for the employee to access the platform. It must not contain accented letters or apostrophes.
Good to know!
The future employee will be visible in the leave schedule based on predefined visibilities.
Step 4: Send login credentials
Access: Admin area > Paramètres généraux > Salariés et utilisateurs
- Open the record of the relevant employee by simply clicking on it,
- Click 'Autres actions' to send the login credentials.
Your employee will then receive an email with a link allowing them to access the Eurécia platform.
All they need to do is click on the link to reset their new password!
⚠️ Warning!
For your employees to be able to log in to the platform, it is important that the “Utilisateur” box is checked in the Administration tab of the employee record.
Assign a 'Talents' user profile
Do you use one of our Talent management modules: Performance Reviews, Skills, Training, Recruitment?
It may be necessary to assign or modify the default Talents profile assigned by the system.
You will find all the information in this article: Gérer les droits d'accès aux modules Talents
How to find my future employees?
Access: Admin area > Paramètres généraux > Salariés et utilisateurs
Future employees are hidden from the active directory. You can easily find them using a dedicated filter.
How to find scheduled tasks?
Access: HR Portal > Pilotage du on/offboarding
You can view the progress of scheduled tasks from the on/offboarding management page.
You access the tasks for each process per employee by simply clicking on the relevant employee's name.
You can update, drag tasks to their new status, add forgotten tasks, or delete unnecessary tasks.
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