Create onboarding templates
This article explains how to create reusable onboarding templates using Deputy HR so you can send the right documents and information to new starters based on their role or location.
Before you read
- Target audience: This article is for users with System Administrator and Location Manager access.
- Plan restrictions: This feature is available customers using Deputy HR (AU UK US).
This article covers
- What are onboarding templates?
- Who create, and manage onboarding templates?
- Where to find and manage onboarding templates
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Send an onboarding pack to a new starter
What are onboarding templates?
Onboarding templates let you create and save reusable sets of onboarding documents, questions, and information for new team members.
Instead of setting up onboarding from scratch for every new starter, managers can use onboarding templates tailored to specific roles or locations within your organization.
Creating onboarding templates help you to:
- Save time: Reduce repetitive work by reusing onboarding documents and questions.
- Keep onboarding consistent: Standardize the information and documents new members receive for their role or location.
- Reduce errors: Lower the risk of missing documents or onboarding requirements.
- Share onboarding responsibilities: Give managers access to the templates they need to onboard new team members.
Onboarding templates are particularly useful for businesses that regularly hire team members across multiple roles or locations.
Who create and manage onboarding templates?
System Administrators can create new templates and manage existing ones for their organization.
Where to find and manage onboarding templates
To create new templates and manage existing templates, go to the People tab, then select Templates from the left-side menu.
Create a new onboarding template
Before you create a new onboarding template, decide which job title and/or location the template will apply to. Templates created for your organization will be available for other users to select and send, depending on their access permissions.
1. On the Templates page, click Create template.
2. Complete the required Template details fields.
- Onboarding template name: This title is for internal use only and will appear on the main Templates page to other managers with correct viewing permissions. Choose a clear, descriptive name so managers can easily identify the template.
- Locations: Use the drop-down to select the location(s) this template is available for. If a template is intended for all workplace locations, you should select 'All locations'.
- Job titles: Use the drop-down to select the job title(s) this template should be used for. Learn about how to set up and manage job titles for your organization.
3. Under Documents to upload, select the relevant onboarding documents for this onboarding pack.
The drop-down menu will show you available documents that have been uploaded to your Document library. You can select multiple documents.
4. Under Documents to sign, choose which signature templates should be sent with this onboarding pack. You can select multiple documents.
On the right-side of the document name, you'll see the number of signers linked to that signature template.
5. Review the template information and click Create template to save.
The onboarding pack template will now appear on the main Templates page for users with the relevant permissions.
Edit an onboarding template
You can make changes to existing onboarding template from the main Templates page.
Find the relevant onboarding template in the list, click the three-dot menu (…) on the right. Click Edit.
Archive an onboarding template
You can make changes to existing onboarding template from the main Templates page.
Find the relevant onboarding template in the list, click the three-dot menu (…) on the right. Click Archive.
Unarchive an onboarding template
To unarchive an onboarding template, go to the main Templates page and use the filter at the top of the screen to select Archived. This will populate the list of previously archived onboarding templates that you have access to view.
Find the relevant onboarding template in the list, click the three-dot menu (…) on the right. Click Unarchive.
Send an onboarding pack to a new starter
If you're new to Deputy HR, we recommend you check out the guides for Onboarding new hires (Deputy HR) first, including these articles for region-specific new hire onboarding requirements and processes.
When you're ready to add a new hire and send an onboarding pack:
1. Go to the People tab. Click Add people, then select Onboard new hire.
2. Complete the Team member details fields.
Under Onboarding pack, you'll have the option to select either:
- Use a template: Use this option to select your organization's resusable templates with pre-selected documents and information.
- Enter a template manually: Use this option if the existing onboarding templates aren't suitable and you want to select the onboarding documents from scratch.
Note: When you choose to use a template, the pre-selected documents and questions associated with this onboarding template will automatically populate, however you can still make changes to the selections on this page, such as removing documents.
3. Click Send onboarding when you're ready to send.