Remove the need to collect paper forms from your team members with new hire onboarding. Using this feature, team members can enter some of their details before they start their employment.

In this article, you will learn:

Onboarding new hire allows you to digitally collect and record vital employee information. Deputy automatically requests the following:

• Personal & emergency contact details
• Bank (payment deposit) information
• Tax File Number Declaration
• Superannuation choice form 

By ticking the boxes when filling in their details, employees are confirming that their details entered are correct. The boxes, when ticked, are considered the equivalent of a written signature and meet the requirements set by the ATO.

You can then set up:

• Documents you ask them to provide as part of their employment
• Documents you ask them to electronically sign such as employee contracts or company information documents as part of their employment process
• Custom questions that are specific to your business

Sending a request to your employee to complete their onboarding process will send out an SMS and an email to the specified destinations. You will not be charged for the outbound SMS containing the invitation link.

Once the employee has completed the onboarding process the manager will be sent an email to notify them to review the documents and also the employee will be invited to set up their password to access your organisation on Deputy.

Team members will not be recommended by Deputy to be scheduled on shifts until they have submitted their onboarding forms. Managers will receive a warning during scheduling if they select a team member for a shift who has not completed their onboarding forms yet but are able to override this warning if required.

Before you can onboard a new hire you will need to go through a series of steps to set up your organisation for onboarding. You will only need to do this the first time and then it will be set up for all subsequent new hires.

The steps involve:

• Setting up your Superannuation Details for your organisation's default fund.
• Specifying which documents you will be asking new hires to upload eg. Driver's Licence, RSA etc.
• Setting up templates that will be sent to new hires asking them to sign electronically.

Accessing onboarding

There are two ways System Administrators and Location Managers can access onboarding in Deputy:

Add People on the People tab

On the People tab click Add people then select Onboard new hire.

Side navigation menu on the People tab

If you have used Deputy Hire to recruit the team member you can onboard them directly from there. On the People tab, select New Hire Onboarding from the left-hand side navigation menu. Can't see this menu? 

Click on Applicants.

Click on the team member you wish to onboard.

Click on Hire or Hired in the Move to drop down menu.

Click on Onboard team member.

Once you have set up onboarding and accessed onboarding then you are ready to onboard a new hire.

Tip: Ensure you have finished setting up any templates or adding any questions you might need before you begin to enter the new hire's details. If you need to navigate away to reconfigure the settings during the onboarding process you will need to reenter any new hire contact details when you return to the Onboard Team member screen.

Note: the manager who initiates the onboarding of the new hire is the one who will receive the email notifying them that the onboarding form has been submitted.

1. Enter the following mandatory details about your new employee:

• First name
• Last name
• Email address
• Mobile phone number*
• The name of the main location they will be working at (you can add to or change this later but if you wish to sync the onboarding details to Xero ensure that you chose a location that is already connected to Xero )
• The Deputy access permission level you would like to assign.

* Note: check the phone number you enter very carefully! If you enter the wrong phone number when onboarding, you can't just update the phone number in Deputy and resend. You need to delete the onboarding request and start again.

2. If you need your team member to sign a template document you have uploaded previously, click on Add from list of templates, search for the document you wish to add and click on the name of the document to add it.

4. If the document template has customised fields set up then you will be asked to complete these fields to send the documents to the new hire. Your answers will be populated in the custom fields of the document template when the document is sent.

5. Tick the checkboxes to select any documents for the list that you require the new hire to upload.

You will be notified by email when they have completed onboarding and the employee will then automatically be sent an invite to download the Deputy mobile app and join your organisation on Deputy.

Note: if you accidentally entered the wrong email address for your employee when you first sent the onboarding invite, you can update it later and resend the onboarding invitation to the new one. Read more in FAQs.

If your employee is already in Deputy but you’d like them to complete the onboarding process and upload documents you can still do this.

1. Click on their name from the list of team members on the People page then select Onboarding Forms from the  menu on the left-hand side. Click on Onboard Team member.

2. Enter the email and mobile phone number of your employee, and follow the steps as described in How to onboard a new hire and click on Onboard team member.

The employee will be sent both an email and SMS with a link for them to complete onboarding and you will be notified when they complete it.

Once you have sent the onboarding invitation to your new hire, you will be able to see the status within the People tab, underneath their name.

You will be able to filter for each of the onboarding statuses to quickly see who’s been sent an onboarding invitation, which onboarding needs to be reviewed and who has been approved.

You will receive an email letting you know when the new hire has completed their onboarding forms.

Note: the manager who initiates the onboarding of the new hire is the one who will receive the email notifying them that the onboarding form has been submitted.

1. To review the information your employee has completed or document uploaded, either click on the Review and approve link in the notification email or else click on their name in the People tab as shown below:

2. Click Onboarding form from the list on the left-hand side and scroll down the right-hand side to review the information that has been submitted as part of onboarding.

3. Click on Documents from the list on the left-hand side to review any documents that have been submitted by the new hire. Click on the document title to review it or click on the download icon to the right and download it to your computer. You can download each document individually or if you have multiple documents you can select them all using the checkbox selection and click Download to download them to your computer as a zip file.

Note:

• Documents stored on Deputy will be available whilst you maintain an active subscription to a Deputy plan. If you are required to store certain records for a specified amount of time to comply with any legislation then it is recommended that you download and store documents in your own document management system.
• A team member's documents will be stored with their profile in Deputy if the team member is archived, however, if the team member is deleted then their documents will also be deleted.

4. If you are happy with both the onboarding forms and documents submitted, go ahead and approve it by clicking Sync and approve in the Onboarding form menu. You can also print the onboarding form to PDF by clicking on the printer icon.

Once approved, your team member will receive a copy of any documents they signed.

5. TFN declaration form: you can export and submit it electronically - learn more here.

Click on the Export to ATO form link.

Tip: You can export onboarding data as a CSV file if you need to import it to another system in your organisation.

How to request changes to a submitted onboarding form

If you notice that there is something not correct with what the employee has supplied you can click Request changes on the top right of the Onboarding forms screen. You will be asked to type a short message to explain to the new hire what you would like them to correct or resubmit and the employee will receive a new link to update the document.

How to resend an onboarding link or delete requested documents for an onboarding form request

If a manager has sent a new hire an onboarding form and then later realises they have requested the wrong form to be signed or documents to be uploaded, the new hire may find they are unable to complete the onboarding form. To correct this, managers can resend the onboarding link and select the correct template or remove the incorrectly requested documents so that the new hire is able to complete the onboarding form and submit it.

Note: The Resend link button only appears once the invitation has been sent and the new hire has not yet submitted it. If your new hire has already submitted the onboarding form and you realise you need to make amendments you can click Reset onboarding.

To resend a link for onboarding to a new hire with amended templates or document requirements:
1. On the People tab, go to the Onboarding forms in an employee’s profile.
2. Click Resend link.

3. A popup will appear where you can make changes to templates and requested documents. Click Remove for any documents no longer needed, add a comment if required and then click Update and resend.

How to reset or delete an onboarding request that has been sent

• wrong documents were requested/sent
• incorrect email or mobile number was entered (Note: if you enter the wrong phone number when onboarding, you can't just update the phone number in Deputy and resend. You need to delete the onboarding request and start again)
• accidentally sent an onboarding invite
• no longer want to store the data/documents in Deputy
• issues with the onboarding form which requires the updated version to be sent

Reset onboarding

Resetting onboarding will delete any existing onboarding data and documents that have been collected during onboarding and managers will be able to resend a new onboarding invite (with documents).

1. On the People tab, select the employee you wish to reset onboarding for.

2. Select Onboarding form from the menu on the left-hand side and then click on the ... button on the top right side of the screen and select Reset onboarding.

A pop up will appear where you can select the documents you need to be signed or uploaded and a new link will be sent to the new hire to start onboarding again.

Delete onboarding

Deleting an onboarding request will delete any existing data and documents.

1. On the People tab, select the employee you wish to reset onboarding for.

2. Select Onboarding form from the menu on the left-hand side and then click on the ... button on the top right side of the screen and select Delete.

Watch a video on HR onboarding and documents

You may also be interested in:

• How to set up new hire onboarding
• For employees: How to complete your onboarding
• Export onboarding data as a CSV
• Pricing for new hire onboarding
• Adding employees