The arrival or departure of an employee requires the completion of a certain number of tasks by several parties. Hiring documents, IT equipment, DPAE, etc. With Eurécia, you can be sure that everything will be ready on the big day!
- Track the progress of your tasks and those of your colleagues thanks to the smart checklist and configurable notifications.
- Easily involve teams in notifying them of tasks to be completed . No more forgetting or unforeseen events, you are notified in the event of a delay.
- Create your dashboard to manage all processes at a glance.
Who is concerned by this article?
Eurécia administrators with the HR Portal module
What’s on the agenda in this article?
- Create my On/Offboarding models
- How to create task templates?
- Customize my welcome email
- Create my On/Offboarding tasks
- Manage the Onboarding Form
- Relaunch task managers
Create my On/Offboarding models
Access: Admin area > HR portal > Management of models onboarding/offboarding > 'All models' tab
Why create On/offboarding models?
The different onboarding and offboarding models allow you to create and customize endless integration and exit paths based on your teams and the profiles of your employees.
For example, you could create an onboarding model for your traveling salespeople who need a company vehicle and a payment card, and another for your developers who need specific IT equipment.
How to create on/offboarding templates?
For your convenience, we've created a generic 'Eurécia Template' for you. You can, of course, use it, customize it, or even delete it.
If you have already made employee entries or exits on Eurécia, we have recovered and recreated your models.
To create new On/offboarding templates:
- I click on '
',
- I choose the model type (onboarding or offboarding)
- In the window that opens, I fill in the different fields:
- Model title,
- Description (optional),
- I select from the generic tasks created those which are to be carried out in this course,
- To move them from the 'all tasks' column to 'selected tasks', I select and use '
' to move to the right column.
- I click on Add : my new model is created!
All I have to do now is repeat the same operation for the other models I want to create.
For even greater simplicity, I can of course duplicate an existing model by clicking on ''.
Create my On/Offboarding tasks
Access: Admin area > HR portal > Management of models onboarding/offboarding > 'All tasks' tab
Here you can create recurring tasks to be carried out during the various onboarding events: preparing equipment, drafting the contract, organizing the welcome breakfast, etc.
Here you'll find all the tasks you previously created and those we've created for you. Feel free to customize them to suit your needs, delete them, or create new ones.
- I click on '
- I specify whether it is a task concerning onboarding or offboarding,
- In the window that opens, I fill in the different fields:
- Task title,
- Description (optional),
- I determine who will be responsible for this task. They will be automatically notified of this new task when a new on/offboarding session is launched. Task managers can be roles (the employee concerned, the manager, the department head, etc.) or a named person,
- I enter the date on which this task must be completed,
- I link this new task to existing models,
- I click on Add: my new task is created!
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Our advice Since these tasks are generic, it is best to assign a role: N+1 Manager, Payroll Manager, etc. to the task managers. The person responsible for the task will therefore be adapted according to the profile of the incoming or outgoing employee. |
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Personalize my welcome email
Access: Admin area > HR portal > Management of models onboarding/offboarding > 'Welcome email' tab
You can write your email template here:
- complete an object,
- capture the heart of your email,
- add an attachment,
- links, etc.
Best practices:
1. Edit links:
You can add a link to an integration form and/or to documents to attach:
If you inadvertently delete one of these links:
- you just need to write the name of the link in the heart of your email, for example "the form"
- you will click on "copy link" to replace
- then you will click on the "insert link" icon to paste the previously copied link
- finally you click on 'Save'.
2. Add custom fields:
You can add custom fields easily. You know those blue highlighted words? 😊
Simply place your cursor where you want it in the heart of your email and then click on the arrow icon to add one of the suggested fields from the existing list:
Once you're happy with the email, remember to save your changes!
3. Add a second attachment:
Remember that only one attachment can be added to the email template.
However, it is possible to add a second one by editing the welcome email during employee onboarding.
I'll show you which path to take to perform this manipulation!
HR Portal > On/Offboarding Management > Click on the employee of your choice > Then on "More actions" > Then on the "View welcome email" tab:
From there, you can add a second attachment only which will be specific to the onboarding of this particular employee:
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Please note: All attachments will count towards your storage space. |
Manage my Onboarding form
Create and edit your onboarding form in no time!
The information completed and documents provided by your future employee via the form are added directly to their employee file.
- Personal information: name, first name, social security number, etc.
- Documents required before hiring: identity card, bank details, etc.
To help your future employee get to know their new colleagues and their new company, share with them the employee directory, the welcome booklet, the collective agreement, etc.
Once your form is ready, all you have to do is integrate it into your welcome email:
Find our detailed article on the Onboarding form !
Relaunch task managers
Access: Admin area > General settings > Management of HR alerts > List of alerts
On/offboarding tasks not always completed on time? 🤔
With Eurécia, you can also automate reminders. This way, no more forgetfulness or unforeseen events!
To add an automatic reminder:
- I click on 'Create an alert',
- I select 'Onboarding follow-up' or 'Offboarding follow-up',
- I determine when task managers should be reminded. I can also add a reminder frequency: as long as the task is not processed, your collaborators will be reminded regularly.
- The recipient can only be the task owner(s) or the list owner (the person who created the template).
- I click on 'Add'. And there you have it, my automatic reminder is configured for all onboarding or offboarding tasks.
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To learn more about using on/offboarding in Eurécia, please consult the following articles: |
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You will also find plenty of tips and tricks on Eurécia Media :
and many other articles at your disposal to always be informed of all HR news (and much more!).
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Keywords associated with this article:
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