Engaging new team members – with a tailored onboarding solution

The Welcome Page is the central point of contact for new employees. Here they can find upcoming tasks and other helpful information such as links and answers to frequently asked questions.

There are two versions of the Welcome Page: New employees see the public version before their first day at work. The internal version is only visible after the first day on the job. It can be used to securely display information that only employees are allowed to see (such as the link to time and absence tracking).

The Welcome Page can be flexibly customized in the company’s corporate design.

The onboarding process typically begins even before the first working day, with preboarding. The new team member can be contacted via an existing e-mail address. First tasks, such as selecting a laptop or filling out a personnel questionnaire can be assigned, too.

You can also involve internal stakeholders in the preboarding process: Hiring managers, buddies and other people – even entire departments. They can complete tasks and ensure that all internal preparations are completed on the first day of work.

On the first day on the job, the new team member receives a login to the internal Welcome Page. There they can see all upcoming tasks and further information. Other people and/or departments can also be involved in this step. This ensures a good start in the company and a short onboarding period.

In addition to classic onboarding for new employees, processes for reboarding or joining another team can be created as well.

Assure employees a smooth departure from the company thanks to offboarding processes in which tasks are automatically triggered (e.g. blocking IT access).

Flow templates are a collection of several tasks that need to be completed by certain groups of people at certain times before or after the first day on the job.

Flow templates are reusable. This means that you can prepare onboarding processes for different target groups efficiently.

As soon as the onboarding process is triggered for an employee, the responsible parties involved are defined. Once the onboarding process has begun, tasks are automatically distributed to all those responsible as specified in the Flow template.

Tasks can be combined with optional or mandatory responses. The options available are file upload, single-choice question and free-text question.

The response is stored in the employee profile and automatically forwarded to set recipients.

Recurring tasks are repeated at certain intervals. For example, you can create a series of events for a monthly welcome meeting. The next event in the series is displayed to new employees as a task.

In addition to the HR manager and the new employee, other internal roles can be involved in the process. In addition to supervisors and onboarding buddies, these could be contact persons from other departments, for example.

In the Flow templates, tasks are assigned to the respective roles. During the onboarding process, these are automatically distributed to the people concerned.

Internal colleagues can view their pending tasks in a list and complete them.

Notifications of pending and overdue tasks will be sent automatically from the system.
Additionally, summaries with overdue and upcoming tasks for this week are regularly sent out.

For each individual task, you can specify whether an automatic notification should be sent to certain recipients

The HR department, Managers and Administrators can track the progress of the onboarding processes and check open or pending tasks.

The user interface of the Onboarding Solution is available in three language versions: German, English and French. Tasks and automatic notifications are also available in multiple languages.

Onboarding for a new employee can be started in the softgarden applicant management system. All relevant data is automatically transferred to the onboarding process.

All components of the softgarden Onboarding Solution are 100% web-based and can therefore be used on any platform. All you need to access them is an internet-enabled device with a web browser (e.g. computer, laptop or smartphone) and a connection to the internet.

Use the role manager to flexibly determine who has access to information and documents that are collected during the onboarding process.

You can also customize this for each individual task. For example, you can ensure that IT only has access to IT-relevant responses from the new employee.