Customize your on/offboarding workflows

The arrival or departure of an employee requires a number of tasks to be completed by several people involved. Hiring documents, IT equipment, DPAE,... 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 by notifying them of tasks to complete. No more forgotten tasks or surprises, you are notified in case of delay.
• Create your dashboard to manage all processes at a glance.

💡 And here is a tutorial video that can help you organize your Onboarding process:

Who is this article for?

Eurécia administrators with the HR Portal module.

In this article:

• Create my On/Offboarding templates
  • Why create On/Offboarding templates?
• How to create On/Offboarding templates?
• Customize my welcome email
• Create my On/Offboarding tasks
• Manage my Onboarding form
• Remind task assignees

Create my On/Offboarding templates

Why create On/Offboarding templates?

The different onboarding and offboarding templates allow you to create and endlessly customize integration and exit workflows according to your teams and employee profiles.

You can for example create an onboarding template for field sales reps requiring a company car and a payment card, and another for developers who need specific IT equipment.

How to create On/Offboarding templates?

Access: Admin area > HR Portal > Gestion des modèles On/Offboarding > 'Tous les modèles' tab

To make things easier, we have created a generic template for you: 'Modèle Eurécia'. You can of course use it, customize it, or even delete it.

To create new On/Offboarding templates:

• Click '',
• Determine whether it is a template for onboarding or offboarding,
• In the window that opens, fill in the different fields: 
  • Template title,
  • Description (optional),
• Select from the generic tasks created those to be performed in this workflow,
• To move them from the 'toutes les tâches' column to 'tâches sélectionnées', select and use '' to move to the right-hand column.
• Click Ajouter: your new template is created!

All you need to do now is repeat the same process for the other templates you wish to create.

For even greater simplicity, you can of course duplicate an existing template by clicking ''.

Create my On/Offboarding tasks

Access: Admin area > HR Portal > Gestion des modèles On/Offboarding > 'Toutes les tâches' tab

Here you can create recurring tasks to be performed during various onboardings: prepare equipment, draft contract, organize a welcome breakfast,...

Here you will find all the tasks you previously created and those we created for you. Feel free to customize them to meet your expectations, delete them, or create new ones.

• Click '' to add a new task,
• Specify whether it is an onboarding or offboarding task,
• In the window that opens, fill in the different fields: 
  • Task title,
  • Description (optional),
• Determine the assignees for this task. They will be automatically notified of this new task when a new on/offboarding is launched. Task assignees can be roles (the employee concerned, the manager, the department head,...), a named person, or an external recipient,
• Enter the due date by which this task must be completed,
• Attach this new task to existing templates,
• Click Ajouter: your new task is created!

Best practices:

What better than an example? 

Imagine you have created a task consisting of sending an employment contract to the employee concerned so that they return it to you signed. 

The employee will review the contract attached to their task and must delete it in order to attach their signed contract!

The added attachment is saved automatically!

Customize my welcome email

Access: Admin area > HR Portal > Gestion des modèles On/Offboarding > 'Email de bienvenue' tab

Here you can draft your email template:

• complete a subject line,
• enter the body of your email,
• add an attachment,
• links, etc. 

Best practices:

1. Modify links:

You can add a link to an onboarding form and/or to documents to attach:

If you accidentally delete one of these links:

• simply write the link name in the body of your email, for example “the form”
• click “copy link” to be replaced

• then click the “insert link” icon to paste the previously copied link

• finally click 'Mettre à jour'.

2. Add custom fields:

You can add custom fields easily. You know, those words highlighted in blue? 😊

Simply place your cursor where you want it in the body of your email and click the arrow icon to add one of the suggested fields from the existing list:

Once you are 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, you can add a second one by editing the welcome email during the employee's onboarding. 

Here is how to get there!

HR Portal > Pilotage du On/offboarding > Click the employee of your choice > Then "Plus d'actions" > Then the "Voir l'email de bienvenue" tab:

From there, you can add a second attachment that will be specific to this employee's onboarding only:

Manage my Onboarding form

Access: Admin area > HR Portal > Gestion des modèles On/Offboarding > 'Formulaire d'onboarding' tab

Create and edit your Onboarding form in no time! 

The information completed and documents provided by your future employee via the form are uploaded directly to their employee record. 

• Personal information: last name, first name, social security number, etc. 

• Pre-employment documents: ID card, bank details, etc.

To help your future employee get familiar with their new colleagues and company, share the employee directory, welcome handbook, collective agreement, ... with them.

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! 

Remind task assignees

Access: Admin area > Paramètres généraux > Gestion des alertes RH > Liste des alertes

Are on/offboarding tasks not always completed on time? 🤔

With Eurécia, you can also automate reminders. This way, no more forgotten tasks or surprises!

To add an automatic reminder:

• Click 'Créer une alerte',
• Select the alert type 'Relance onboarding' or 'Relance offboarding',
• Determine when task assignees should be reminded. You can also add a reminder frequency: as long as the task is not processed, your employees will be reminded regularly.
• The recipient can be only the task assignee(s) or the list owner (the person who created the template).
• Click 'Ajouter'. That's it, your automatic reminder is configured for all on or offboarding tasks.

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