Standard Operating Procedure: Employee Onboarding via Employment Hero

This Standard Operating Procedure (SOP) outlines the standardized process for onboarding new hires using the Employment Hero platform. By leveraging the platform’s automated workflows, the People & Culture team ensures compliance, data accuracy, and a seamless digital experience for all new starters. Following this procedure reduces administrative burden, ensures all legal requirements (such as TFN declarations and Superannuation setup) are met, and provides the new employee with immediate access to essential company resources.

Section 1: Pre-boarding & Contract Issuance

• Draft Employment Contract: Log into Employment Hero and navigate to the 'Contracts' module. Use the pre-approved template to populate the candidate’s specific terms.
• Generate and Send: Review all populated fields for accuracy (salary, start date, probation period). Send the document to the candidate via the platform’s digital signature integration.
• Track Status: Monitor the 'Contract Status' dashboard. Once signed, the platform will automatically trigger the onboarding workflow.

Section 2: Configuring the Onboarding Workflow

• Initiate Workflow: Navigate to the 'Onboarding' tab and select 'Add New Employee'.
• Assign Required Documents: Select the mandatory policy documents (e.g., Code of Conduct, IT Security Policy) and onboarding tasks (e.g., IT equipment request, introduction meeting).
• Set Permissions: Assign the new hire’s direct manager to the workflow to ensure they receive notification alerts as the candidate completes their setup.
• Review Onboarding Template: Ensure the 'Welcome Message' is personalized and includes details about the first day (time, location, and key contact).

Section 3: Payroll & Compliance Data Collection

• Employee Self-Service: Confirm the system has sent the login credentials to the employee.
• Tax & Superannuation: Verify that the employee has completed their Tax File Number (TFN) declaration and Superannuation choice form within the platform.
• Banking Details: Ensure the employee has entered their payroll banking details accurately to prevent failed payment runs.
• Final Verification: Cross-check the payroll information against the signed contract before the first pay cycle.

Section 4: Post-Onboarding Integration

• Access Provisioning: Once onboarding is 100% complete, provision the employee’s email, Slack, and internal software licenses based on the role requirements identified in the onboarding workflow.
• Final Review: Check that the employee profile is complete in the 'Personnel File' section (emergency contacts, qualifications, and right-to-work documentation).
• Close Workflow: Archive the onboarding process to signal to IT and Finance that the employee is fully onboarded and active in the payroll system.

Pro Tips & Pitfalls

• Pro Tip: Utilize the "Custom Fields" feature in Employment Hero to store non-standard information, such as dietary requirements for team lunches or shirt sizes for company merchandise.
• Pro Tip: Set up "Automated Reminders" for incomplete tasks to avoid chasing new hires manually.
• Pitfall: Avoid waiting until the start date to initiate the process. Aim to have all digital paperwork signed at least one week prior to the start date.
• Pitfall: Failure to audit the 'Integration Settings' can lead to data sync errors between Employment Hero and your accounting software (e.g., Xero). Always perform a test sync.

FAQ

Q: What happens if an employee loses their onboarding login credentials? A: Navigate to the 'Employees' tab, select the individual profile, and click 'Resend Welcome Email' to trigger a new password reset link.

Q: Can I change the onboarding workflow for different departments? A: Yes, Employment Hero allows for custom onboarding templates. You can create specific tracks for 'Remote Employees,' 'Interns,' or 'Executive Hires' with tailored tasks for each.

Q: How do I ensure compliance with Right to Work documentation? A: The platform includes a mandatory field for uploading identity documents (e.g., Passport or Birth Certificate). Do not approve the onboarding profile until these documents have been verified and validated by HR.