Onboarding groups allow you to structure the onboarding program for a group of employees who are being onboarded. In these onboarding groups, you can setup specific stages which trigger actions based on the joining date of the employee. Task lists can also be linked to these onboarding groups. The tasks listed in these lists will be assigned to the stakeholders depending on these triggers.

You can create as many onboarding groups as you want. So you can create onboarding groups specific to a department, location or job role and configure onboarding flows tailored for these segments. When a group of employees are being onboarded, all you have to do is select the onboarding group these employees belong to and voila! The unique onboarding journey you've crafted for these employees starts. 

You can create and manage onboarding groups from the Onboarding groups page. To get here, go to Org (1) from the left navigation pane and select the Onboarding tab (2). Select the Onboarding Groups tab (3). 

Here on the Onboarding Groups page, you can find the various onboarding groups that have been configured in your Keka HR Portal. 

TABLE OF CONTENTS

• Creating a new onboarding group
• Setting up the onboarding flow
• Adding tasks to the onboarding flow
• Editing or deleting an onboarding group
• Related Articles

Creating a new onboarding group

To create a new onboarding group, click on the +New Onboarding Group button. 

The Add New Onboarding Group window will show up. Here, enter the Name for the onboarding group and a Description. Click Add to create the group. 

Setting up the onboarding flow

It's now time to setup the onboarding flow and configure tasks aligned to these stages. Typically, the onboarding flow for anyone is a journey with many stages. This can span from the joining day to the end of their probation period.  There will be a few steps that includes actions that the employee or any other stakeholder have to perform. Let us see how you can do this. 

Select the onboarding group to configure from the list on the left. You can see the default stages that has been added to the onboarding group. You'll find three stages added- The Joining day, Day after joining, and Week after joining. The Joining day stage cannot be edited or deleted but the others stages can be edited or deleted to suit the flow you are trying to implement. 

Click on the Edit icon or the Delete icon on the pre-configured stages to edit or delete a stage. You can rename the stage, add or edit a description and decide when this stage should trigger with respect to the joining day. 

To add a new stage to the flow, Select the onboarding group from the list on the left and then click on the +Add Stage hyperlink. 

In the Add a New Post Joining Stage window, enter the name and the description for the stage. Also select when the employees are moved to this stage with respect to the joining day. In this 

Click Add to add the new stage. 

Adding tasks to the onboarding flow

You can now also add specific tasks that needs to be assigned as a part of this onboarding process. Select the particular onboarding group and then go to the Assigned Tasks tab. Here, click on the Assign Tasks button to select the tasks to add to the onboarding stage.

This will take you to the Select pre-defined tasks from the tasks list page.

Here you will find the various task lists that you have previously configured. Select the task lists from which you want to add tasks to the onboarding stage. Select the particular tasks to add and then click on Add Task.

The newly added tasks can be seen on the Assigned Tasks tab. To delete a task list added, click on the Delete Icon on the page next to the task list.

Editing or deleting an onboarding group

You can also edit or delete an onboarding group. On the Onboarding Groups page, select the onboarding group you want to edit or delete. Click on the three dots icon on the onboarding group details section and then select the appropriate option from the drop-down. 

To edit the details of the onboarding group, select Edit from the drop-down. 

The Edit Onboarding Group window will open up where you can edit the Name and the Description of the onboarding group. Click on Update to save the changes. 

You can also delete the onboarding group by selecting Delete from the drop-down after you click on the three dots icon.

Click Delete on the confirmation window to delete the onboarding group. 

You cannot delete an onboarding group if it is assigned to any employees for their onboarding. Remove the assignments first before trying to delete the onboarding group.

Hope this helps you create and manage onboarding groups easily on the Keka HR Portal. More questions? Reach out to our product experts today!

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