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How to work with employee onboarding

Understand how to use Huma for employee onboarding, create and edit templates, assign tasks and add due date.



Table of Contents

Template

Start onboadring

General onboarding questions

 

 

 

 

What is onboarding in Huma?

Onboarding in Huma helps standardize and simplify getting new hires up to speed, creating a positive first experience and reducing manual follow-up for HR and managers.

Onboarding in Huma is the process of welcoming and guiding new employees into the organization using a structured, digital workflow. This feature helps ensure that all necessary steps are completed, documents are shared, and new hires feel informed and supported right from the start.

 

  1. Create an onboarding plan with templates
  2. Start onboarding 
  3. Assign tasks to the new employee, mentor, supervisor or other relevant roles
  4. Track progress

 

 

Create new template 

Templates within onboarding in Huma are predefined sets of tasks, checklists, and documents that you can use to streamline and standardize the onboarding process for new employees.

To create an Onboarding template, you must have a "System role with Full access to Onboarding".

Start from scratch

  1. Go to the "Onboarding module"
  2. Navigte to the "Templates tab"
  3. Click "Add onboarding template"
  4. Give the template a name and click "Add"
  5. Add task "Before first day of work", "First day" or "After first work day"
    1. Click "Add task"
    2. Fill out name and description
    3. Click "Add link" to add url to the task 
    4. "Assign to" - The task will be assigned to the user when the template is used
    5. "Due date" - set due date for task within the template
  6. The template will auto save, so click "Templates" to exit the editing

 

  • You can always start an onboarding right away, from the "three dots" at the top right corner
    •  "Start onboarding for new or existing hire"
  • In addition to creating a new onboarding template from scratch, you can also import a template that has been previously exported from Huma.
  • You can create your own templates, or choose to use templates provided by Huma. 

 


Edit an existing template

You can edit template details and tasks.

  1. Go to the "Onboarding module"
  2. Navigate to the "Templates tab"
  3. Click on the template you want to edit
  4. Start modifying the new template
    1. Add tasks by clickin "Add task"
    2. To remove a task, click the "three dots" to the right of the task and select "Delete" from the menu.
    3. To edit a task, click the "three dots" to the right of the task and select "Edit" from the menu.
    1. Edit details by clicking the "three dots" in the top right corner and "Edit details"
  2. All changes are saved automatically. To exit editing mode, select "Templates"

 

  • Please note that already started onboarding processes will not be affected by changes to the template, only future onboarding processes will be affected.

 

Screenshot 2025-12-02 125251

 

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Start an onboarding

Both users with a "System and user role with Full access to Onboarding" can start an onboarding in Huma.

 

User role

For the users or within the units (groups or the organization itself) this role is granted over:

  • Start, archive and delete onboardings for members.

 

System role

  • In addition to manage templates, users with a System role can also start onboardings for everyone. 

 

To start an onboarding

  1. Go to the "Onboarding module"
  2. Navigate to the "In progress tab" and click "New onboarding"
  3. Add "new hire" or choose an "already existing user"
    1. Add the required information about the new hire 
    2. Or choose an existing person from the employee list 
  4. Select the template you want to use for this particular person
    1. Choose between your own templates or templates provided by Huma
  5. Press "Continue"
    1. You will now see an overview of the different tasks, due dates and responsible. You can modify, add or remove tasks if that is required for this particular onboarding
  6. Click "Start Onboarding"
    1. You will need to confirm and also choose if the new hire should be invited immediately or not

 

  • The new hire will receive an notification on email when onboarding has started.
  • All users that are assigned tasks, will be notified. 
  • You can always edit an active onboarding. 

 

 

View the status of ongoing onboarding processes

  1. Go to the "Onboarding module"
  2. You now see an overview of the employees being onboarded
    1. The employee name
    2. The progress in percentage
    3. The first workday
    4. If you want to look closer at a specific employees onboarding status, click the name om the employee and you will see a detailed overview

 

 

Mentor and Work Buddy

The Mentor & Work Buddy program in the template "Onboarding example" from HUMA, pairs new hires with experienced team members to help them feel welcome, supported, and empowered from day one. Assigning a mentor or buddy helps new employees adjust quickly and smoothly to your organization’s culture, processes, and people.

 

Typical Tasks for Mentors and Work Buddies

  • Welcome the new hire: Give them a guided tour, make introductions, and help them settle in comfortably.
  • Check in regularly: Ask how they’re doing, answer questions, and make sure they have everything they need to get started.
  • Ongoing support: Provide advice, share insights about company culture, and guide the new hire through common workflows.
  • Encourage engagement: Invite new hires to meetings or events, and help them become part of the team.

 

You can always add more tasks or personalize this template to fit your team’s way of working.

 

General onboarding questions

Who has access to the onboarding overview?

Like all modules in Huma, the onboarding module is role- and access-controlled. This means you see what you are supposed to see. 

Users with the Onboarding permission in a User Role can create, manage, and view onboarding processes for new hires they are responsible for.

For example:

  • A manager for the Oslo location can create, view, and manage all onboarding processes and tasks for new hires in Oslo.
  • A manager with organization-wide access can create, view, and manage onboarding processes for new hires across all teams and locations.

In a addition to that the Users permission in a System role can:

  • Start and manage onboarding.
  • See all ongoing onboarding processes and connected tasks

 

Who can create and manage onboarding templates?

  • Users with a "System role" with "Full access to onboarding, offboarding and processes" can add, update and delete templates.
  • Users with a "System role" with "Full access to Users" can start, manage and delete onboarding, offboardings and processes.
  • Users with a "User role" with "Full access to on- and offboarding" can start, archive and delete on- and offboarding for members. 

 

Who receives notifications?

  • If you are assigned a task, you will receive a notification.
  • The new hire will be notified when the onboarding starts.

 

How many onboardings can be started?

In Huma Enterprise, you can start as many onboardings as you want and create multiple templates. In the Business package, there are some limitations.

Read more about plan pricing in Huma here.

 

Can onboarding be paused?

No, onboarding cannot be fully paused.

However, you can easily edit the dates of onboarding tasks to match your updated timeline after the onboarding has begun. This way, you can adjust the process to fit any delays or changes without restarting the onboarding.

 

Can I duplicate an onboarding template? 

Yes, you can duplicate templates. 

  1. Go to the "Onboarding module"
  2. Navigate to the "Templates tab"
  3. Click the "three dots" on the right side of an existing template
  4. Click "Duplicate"
  5. Edit the name of the new template and start modifying the template

 

Screenshot 2025-12-02 132314

 

How to export and import onboarding templates?

Exporting and importing onboarding templates in Huma allows organizations to efficiently share, replicate, and maintain best practices across different teams or branches.

Export

  1. Go to the "Onboarding module"
  2. Navigate to the "Templates tab"
  3. Click the “three dots” to the right of the template you wish to export
  4. Click "Export"
  5. The .json file will be saved locally on your computer
    1. It is not possible to export the template as PDF.

 

Screenshot 2025-12-02 132829

 

Import

  1. Go to the "Onboarding module"
  2. Navigate to the "Templates tab"
  3. Click "Add onboarding template"
  4. Choose "Import from file (.json)
  5. Upload your files
  6. Click "Add"

 

  • Supports onboarding, offboarding and process templates created in and exported from Huma. 
  • Maximum file size: 10MB.
  • You can add multiple files at once.

 

Screenshot 2025-12-02 133033

 

How to delete onboarding?

With a "System or User role with Full access to Onboarding", you can always delete an excisting onboarding.

  1. Go to the "Onboarding module"
  2. Navigate to the onboarding you wish to delete
    1. Click on the "three dots" located to the right of the onboarding in the onboarding list, and "Delete"
    2. You can also delete the onboarding while your in the spesific onboarding. 
      Click on the "three dots" located at the top right corner, and "Delete onboarding".

 

  • Deleted onboardings cannot be restored. 

 

Screenshot 2025-12-02 133635Screenshot 2025-12-02 133657

 

 

How to delete a template?

With a "System role with Full access to Onboarding", you can always delete an excisting template.

  1. Go to the "Onboarding module"
  2. Navigate to the "Templates tab"
    1. Click on the "three dots" located to the right of the template in the template list, and "Delete"
    2. You can also delete the template while your in the spesific template. 
      Click on the "three dots" located at the top right corner, and "Delete".

 

  • Deleted onboardings cannot be restored. 

Screenshot 2025-12-02 133923

Screenshot 2025-12-02 133908