What is the Onboarding Workflow?
The Onboarding Module is a mini-app that automates the onboarding of newly hired employees of the company. Powered by Linnia, this facilitates Employee onboarding to Sprout HR by reducing the hassle of manually getting Employee-related information.
How does it work?
The HR admin can access the onboarding workflow via the Sprout Ecosystem.
Once logged in, the HR admin can go to the requests tab (Sprout Flow 1), and create a request (Sprout Flow 2) this will redirect them to a new page (Sprout Flow 3).
The employee will then receive a self-service form via email. In this form, they will be asked to provide the needed information for their 201 profile in Sprout HR. In the next version, uploading of documents will also be enabled. Meanwhile, you can change an employee’s access level in Sprout HR to allow them to upload their documents in HR.
After completing the form, the HR admin will automatically receive their forms for approval.
Next, the HR admin will review the details provided in the employee onboarding request. Once approved, the profile gets pushed to Sprout HR (and Payroll if applicable, and the HR Company is synchronized to a Payroll Company).
After the profile is created in HR, the admin must complete the 201 profile of the employee as some of the fields were only pre-filled by the Onboarding Module. This can be done one by one per profile or via the bulk edit template.
Reminders when completing the 201 profile:
We highly recommend that you revisit the following sections to make sure that the 201 profile is correct for the Employee: Basic Information, Work Information, Location, Work Schedule, Government Information, Contact Information, Current Payroll Information, and Access Levels.
If you have Sprout Payroll, make sure you assign the SSS, PAGIBIG/HDMF & PHILHEALTH contributions accordingly under the Current Payroll Information section. If this step is skipped, government contributions will not be processed for the employee.
Employees added via the Onboarding Module are not automatically added to Holiday and Leave Plans as the HR Admin must also explicitly specify the tagging.
To know more, please refer to the following links:
If these steps are skipped, the newly added employee will not be tagged to any changes you made to your configured holiday and leave plans.
The Employee also automatically receives their HR Credentials via their Primary Email in Sprout HR.
Getting Access
The Ecosystem App is a prerequisite for having the Onboarding Module. You may reach out to your Customer Success Manager if you’d like to know more and activate this module for your account.
Requisite
To be able to use the onboarding module a company must have an existing HR account with Sprout. Furthermore, a company must also enable payroll synchronization for them to onboard with Payroll as well. If Payroll Sync is not activated for the company, the HR Onboarding Module shall create the profile in HR Only, even if the client is subscribed to Sprout Payroll where synchronization is turned off.
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