Onboarding Settings
Onboarding Settings is where you build the onboarding checklist your new starters work through - the documents they sign, the files you need from them, the policies they acknowledge, and any questions you want answered.
Employees complete these items from their own profile - see Onboarding for the employee's view.
Workflows by position
Use the Workflow selector to maintain different onboarding checklists for different positions.
- Default workflow is used for every position that is not assigned to another workflow.
- Select New Workflow, enter a Workflow Name, and choose the positions that should use it.
- A position can belong to only one workflow. Assigning it to a new workflow moves it from the previous one.
- Select an existing workflow to edit its name or positions, or to manage the documents, questions, and policies in that workflow.
- A new starter keeps the workflow they began with once they submit their first onboarding answer or upload. Later workflow changes affect only people who have not started onboarding.
Deleting a workflow returns its positions to the Default workflow. A workflow that still contains onboarding items or is already in use cannot be deleted.
The checklist beneath the selector has four sections for the selected workflow. Drag a section by its handle to change the order new starters see it in - the order is saved automatically.
Documents that need to be signed
Add and configure documents for new hires to sign during onboarding, such as an employment contract, NDA, or code of conduct.
Select Add Document to open Add Document to Sign, then complete:
| Field | Description |
|---|---|
| Document Name | The name the employee sees |
| PDF Template | The document they download, sign, and return |
The employee downloads this template, signs it, and uploads the signed copy back.
Documents you need the employee to upload
Request documents such as a passport, licence, or training certifications.
Select Add Document to open Add Document to Upload, then complete:
| Field | Description |
|---|---|
| Document Name | The name the employee sees |
| Make this document mandatory | Tick to require the document before onboarding can be completed |
Each document in the list is tagged as either Mandatory or Optional so you can see requirements at a glance.
Additional questions
Customize onboarding with questions unique to your business - for example emergency contact details, dietary requirements, or uniform size.
Select Add Question and complete:
| Field | Description |
|---|---|
| Question | The question text |
| Question type | How the employee answers - see below |
| Answers | The options to choose from, for select-type questions. Use Add option to add more |
| Required | Tick to make the question mandatory |
Select Add Question to save it.
Question types
| Type | How the employee answers |
|---|---|
| Short answer | A short line of text |
| Paragraph | A longer response using a text editor |
| Single select | Choose one of your options |
| Multiple select | Choose one or more of your options |
| Date | Pick a date |
| File upload | Attach one or more files |
The Answers field only applies to Single select and Multiple select questions - that's where you define the options.
Policy acknowledgment
Use Policy acknowledgment when a new starter must open a policy and confirm that they have read it.
Select Add Policy, then provide the policy name, acknowledgment statement, and PDF. The item appears in the selected workflow alongside its other onboarding requirements. Each policy in the list is tagged as either Required or Optional so you can see requirements at a glance.
Select Add Fair Work statements to add the Fair Work Information Statement and the Casual Employment Information Statement to the workflow in one step. Both link to the official Fair Work page instead of an uploaded PDF - the Fair Work Information Statement applies to all starters, the Casual Employment Information Statement only to casual employees. They apply only to future starters in this workflow from the date they're added; starters who have already begun onboarding are unaffected, and once added these statements cannot be edited or deleted.
What the employee sees
New starters see these items grouped into Documents to Sign, Documents to Upload, and Additional Questions, with a progress bar showing how many tasks they've completed.
Tips
- Check the workflow selector before adding an item so it is attached to the intended positions
- Keep document names specific, so it's obvious what's being requested
- Mark only genuinely essential uploads as mandatory - optional items still appear, but won't hold up onboarding
- Use Single select or Multiple select where you need consistent answers you can report on later