How to work with employee onboarding

Table of Contents

• Onboarding in Huma
• Roles 
• How to start an onboarding
• This is how you view the status of ongoing onboarding processes
  
• Mentor and Work buddy

General questions

• Who has access to the onboarding overview?
• Who receives notifications?
• How many onboardings can be started?
• Can onboarding be paused?
• How to delete onboarding?
• Why don’t I have access to set certain fields in the onboarding?

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

Roles

To manage onboarding in Huma, you must have a User role. In addition to manage templates, users with a System role can also start onboardings for everyone. 

User role: Miscellaneous: 
Onboarding and offboarding

System role:
Onboarding, offboarding and processes

Start an onboarding

To start an onboarding, you must have one of the roles described above.

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. Fill out details. 
   2. Select the template you want to use. Choose between your own templates or templates provided by Huma.
4. Press "Continue"

In order to start an onboarding for a new hire, Huma requires that they have a position. In the next step, you can set one up. If you are onboarding an excisting user, you must add "First day of work".

1. Fill out position details and click "Add position"
2. 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
3. Click "Start Onboarding"

1. 1. You will need to confirm and also choose if the new hire should be invited immediately or not
   2. The new hire will receive an notification on email when onboarding has started.
   3. All users that are assigned tasks, will be notified.
   4. 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 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.

How to delete onboarding?

Deleted onboardings cannot be restored. 

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".

Why don’t I have access to set certain fields in the onboarding?

Some fields must be filled in when you start an onboarding. If these fields are greyed out and cannot be edited, you need a "User role" with permission to manage these fields.

1. Go to "System settings"
2. Navigate to "Roles" : "User roles"
3. Find the role you are delegated and "Edit permission" 

Example:

"It does not let us select the first working day so we cannot start the onboarding"

You also need a User role with “See and edit” access to “Employment details,” which contains the field “First day of work.”

🔗 Read more about roles in Huma here.