Template Configuration – Website Content

As part of the onboarding process, new employees will interact with a special website prior to their start of employment (upon effective date of hire, any remaining onboarding tasks will be handled through the ExponentHR website).  The type of interaction a new hire participates in is customizable and may even have pre-built conditions incorporated to ensure that the new hire is only seeing items related to them and the position being filled.  These interactions may include items such as filling out forms, acknowledging documents, watching videos, and more.

It is on the Website Content tab of the template configuration that administrators are able to design the layout and content of the candidate’s onboarding portal site.  This is done by adding sections and choosing which element types to include within each section (both of which are unlimited).  Below is description of each type of element that is available for inclusion:

 

Text

The Text element provides the ability to create a custom message or set of instructions for the new hire  This could be a variety of things, such as a welcome message, instructions for when first arriving, or directions on where to park.  In this element is the option to include Keywords, which automatically inserts into the message specific values (supervisor name, location, department, etc.) that are applicable to the new hire.

Helpful Tip:  To personalize the message, use the Display Conditions feature to only show messages that are applicable to the respective job position, location, or other variable.

 

Document Link

The Document Link element may be used to present the new hire with important documents related to onboarding or employment for the organization (ex. employee handbook, benefit offering guide, forms).  Simply set how the link to the document should be displayed (display text, icon, and color) and select which existing document (from Document Management page) to have added to the onboarding section.

Helpful Tip:  If the desired document is not already part of your company’s Document Management library, click the Upload New button to conveniently add the new document to the list of onboarding-related document library.

 

URL

The URL element presents the new hire with a direct link to an alternate webpage (ex. company website).  The display of the URL may be customized by controlling the display text, icon, and color.

Helpful Tip:  Use the Preview Link button to test the entered internet link to ensure it presents the new hire with the correct destination.

 

Map Link

The Map Link may be useful when wanting to provide the new hire an address and map to important destinations (ex. office location, where to pick up uniform, or where to park).  When activated, the Map Link defaults to display the new hire’s work location.  This may be changed (or an additional location may be added through the inclusion of multiple Map Link elements in the section ) by selecting the Other Location option.

Helpful Tip:  If the new hire is set up with the “work at home” location, the employee’s home address will be displayed by default.  If desired for such instances, use the Display Conditions to either hide this specific element or to use an alternate Map Link destination instead.

 

Embedded Video

To help welcome a new hire to your company, an embedded video element can be added to the new hire’s onboarding site.  This could be a message from a company executive welcoming the new hire, a recorded tour of the work facility, or even introductory videos related to the training or guidelines associated with the position being filled.

Helpful Tip:  Click HERE for instructions regarding the embedding of various video types.

 

Coworker Info

The Coworker Info element offers a great way to help introduce a new hire to those already employed within your organization.  The list of presented coworkers may be refined to fellow peers, those with the same designated classification field(s), direct supervisor, and/or HR personnel.  The information displayed is also customizable, letting administrators select which personnel record information to display (ex. names, job title, employee photo, etc.).

Helpful Tip:  Consider adding multiple titled sections with the Coworker Info element to help distinguish onboarding contacts (ex. HR personnel or supervisor) and fellow peers who the new hire will be working with daily.

 

Job Description Link

To help ensure a new hire understands the full responsibilities of the position being filled, you may choose to add the Job Description Link element.  When available, this presents the new hire with the new hire’s respective job description already uploaded into the Document Management page.

Helpful Tip:  If a job description is not yet linked to the position being filled, this may be added through Document Management.  Click HERE for detailed instructions.

 

Related Help Topics:

Onboarding Dashboard

Onboarding Setup General Options

Onboarding Employment Screening

Onboarding Task Status Report