Is your “Candidate Onboarding Process” too time consuming and complicated?
Onboarding a candidate can be a long and tedious process for both the hiring manager and an applicant. The old/manual methods of onboarding a new candidate are too time-consuming, and increasing the chances of human error while tremendously decreasing employee satisfaction even before the job begins. Most onboarding steps are identical regardless the position of the new hire. So why can’t these initials steps of employee onboarding be automated?
For organizations, big and small that constantly hire employees, these steps should be automated to save time on operational management for the HR department. Luckily, we have a solution that combines these tasks in a step-by-step guide, making onboarding process a breeze for managers and new employees coming onboard. Once the applicant receives the job letter and confirms back his interest in taking the new role, he receives a web link from HR personnel that will help automate next couple of steps.
Key Features of an automated onboarding portal
A smart solution will not only simplify the process but also save on time lost between communication and management of these critical steps.
1. Submit personal information with complete control:
Do you know over 25% U.S. employees go through a career transition each year (Source). This clearly shows the amount of data transfer that happens everyyear and the level of security required for this task. Juntrax allows applicants to submit their information, and managers to store and retrieve information through its robust roles and permissions modules, keeping information secure at all times.
Once the manager sends an automated email to the applicant to sign up, the candidate can create his own login password, securely sign into the portal and enter all the information at his discretion.The portal allows the applicantto submit following details:
- Personal information
- Education, Work Experience, License and Certifications and References
- Contact Information and Dependent Beneficiary Information
- Direct Deposit Information
- Forms that are needed for his employment onboarding like I-9 etc.
The applicant remains in complete control of his personal information that he is sharing with his employer, at all times and the manager is able to gather employee information without any security breach, in accordance to general data protection regulations (GDPR).
2. Keep Track of Applicant Activity at all times
Manual processes of gathering information lengthen the time of onboarding with managers and employees going back and forth on forms and documents. While Juntrax gives a secure access to applicants to fill out their information, it allows managers to simultaneously log into the system and track applicant activity.
Manager can notify the applicant if there are errors and provide guidance on how to fill out forms if they are stuck. Imagine the amount of time saved at both ends by streamlining the tasks and automating communication between HR personnel and employees.
3. Verify The Checklist
Typically an onboarding process involves multiple steps or levels of information. Once the applicant provides all the details through the portal, the manager receives a notification to check the data. The HR manager reviews the information using his checklist, only visible to him and updates the status of each step.
Once the checklist is complete and all information provided by the applicant has been verified, the manager can officially hire him in the organization.
With Juntrax, you can create a custom checklist for your onboarding process and ensure all parts of the employee onboarding process are complete before his start date.
4. Employee is ready to start from the first day
Through an automated solution, the HR personnel can ensure that the employee has all the information he needs before he walks into the door on his first day. Using Juntrax, the manager can provide details on security access, timesheet access, computer passwords and email account set up. For a new employee, knowing exactly what to expect and being prepared to get started right from the first day will set him for success.
While some may worry that automation may decrease employee-employer face-to-face time. But it’s actually the reverse. Automating onboarding tasks and ensuring the process is complete before the employee joins, builds a level of trust and confidence in the new employee and can help him acclimatize with the organization.
Making the ‘onboarding process’ paperless does not have to be a complicated or difficult at all. Let us help you find more time for your core business activity by taking care of tasks that can be automated through our secured platform!
Visit our Solutions section for more information or contact us to schedule a demo today.
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