Onboarding Candidates in Karmly

You can set up Karmly to take your candidates through a customisable onboarding process when they log in. These can be used to collect tax and personal details - reducing data entry - as well as provide any welcome pack information.

Jump to the sections below to learn more:

• Onboarding Templates - Creating and editing your onboarding templates 
• Adding Onboarding to Resources - Options for applying onboarding to your candidates
• Completing Onboarding - View, approve and manage onboarding after completion

Onboarding Templates

You can manage your onboarding templates in Karmly via Manage > Templates > Onboarding Templates. Click Add Onboarding Template, or click an existing template to copy or edit it.

You'll then be able to apply the following settings to your template:

• Template Name - Enter a unique name for the template which will help you identify which template is which. For example, you might have 'Temp Onboarding' and 'Contractor Onboarding'.
• Welcome Message - Enter a brief welcome message that resources will see when they log in. This will be displayed beneath a banner which reads 'Welcome to [Company name]' and can be used to give the employee a little more context for what the onboarding process is for and/or to guide them on what to do
• Steps - Add the relevant steps you want your employee(s) to complete. More information on the different step types available can be found below.
• Completion Message - A brief message presented upon the conclusion of onboarding. This will be displayed beneath a banner which reads 'Nice Work!'. We recommend reminding the employee to click Submit and letting them know any further steps you require of them.
• Completion Required - Tick this setting if candidates must complete their onboarding before they're able to enter time
• Completion Email - Can be enabled if you'd like the candidate to receive an email confirmation of the answers they submitted when they submit their onboarding. 

Adding Onboarding Steps

You can use the  button to choose which onboarding steps you wish to add. As you add each step you'll be able to customise the contents and specify whether it's a required step. Note that you can't rearrange these steps once completed, so please ensure the steps are added in the required order.

The available step options are as follows - click to expand each option and learn more about how they work and what they'll look like for your candidates. 

Adding Onboarding to Resources

There are two ways to add onboarding to your candidates, depending on the nature of the onboarding: via the client or via the resource.

Via the Client - Suitable for onboarding which is specific to your client's requirements and should be completed at the start of every placement, even if the candidate has been placed with them previously.

Onboarding templates of this nature can be applied to your Clients, so you can create as many templates as you need to fit each client's requirements. To add a template to a Client go to Manage > Clients and choose the Onboarding template from the drop-down list. 

If a client has an Onboarding Template set then any time a candidate is added to a placement for that client, they will be required to complete the onboarding before they can record time against that placement. This is best used for Health & Safety and any other types of onboarding which should be completed every time a candidate is placed. 

Via the Resource - This approach is best for general onboarding which is completed just once, rather than each time they're added to a placement. 

Simply view the user record under Manage > People, and from the Onboarding tab at the bottom of the page, you can add your preferred Onboarding template. 

Completing Onboarding

Once an onboarding template has been applied to a candidate, the next time they log into Karmly they'll be prompted to begin their Onboarding. The next steps are as follows:

• Candidate Completion - The candidate completes and submits their onboarding answers
• Viewing & Approving Onboarding - An administrator reviews and approves the answers
• Reporting - For larger organisations, it may be helpful to report on onboarding which is either pending completion or pending approval

Candidate Completion

If Completion Required is turned on for the template, they won't be able to view or enter their timesheets until the onboarding has been completed and submitted. 

Once they've completed each of the steps in the onboarding process, the candidate will be prompted to submit the onboarding. You can see what completing each of the steps will look like by viewing the step types above.

Once they click Submit, the onboarding steps will be available for administrator approval.

Viewing & Approving Onboarding

To view candidate documents and approve the onboarding answers go to Manage > People and select the Candidate you wish to review. A green dot will display beside candidates with onboarding to review.

There are two tabs (Onboarding and Documents) on the candidate where these can be reviewed:

Click into the onboarding template to review the candidate's answers and approve their onboarding. 

Reporting 

To report on pending Onboarding, head to Insights > My Reports and create a Table Report with the following settings:

Under the filters tab, add a filter for Has Onboarding Pending Approval = True if you wish to report on candidates who have submitted onboarding but not yet had it approved, or Has Incomplete Onboarding = True if you wish to report on candidates who have an onboarding template applied, but haven't yet submitted it.