Onboarding and Managing New Staff

Onboarding new staff in HR requires attention to detail to ensure complete and compliant profiles. This guide outlines the steps for creating staff profiles, assigning responsibilities, and integrating employment information while leveraging system functionalities.

Staff Permissions Navigate to HR > Settings > Permissions Templates to ensure appropriate access levels are assigned.

• Grant permissions to allow staff to view and update their own profiles.

• Managers and supervisors should be assigned permissions for managing team profiles, leave requests, and certifications.

Creating New Staff Profiles

• Access the HR Staff Panel and select ‘Add Staff’ to create a new profile

• Enter all personal details.

Personal and Emergency Contact Details

• Provide comprehensive emergency contact details, including:

  • Name, relationship, phone numbers, email, and physical address.

  • Add notes or special instructions to handle emergency scenarios effectively.

Employment Information

• Specify the commencement date for tenure tracking and administrative purposes.

• Assign a unique staff number to maintain data integrity.

• Select the employment type (e.g., Full-Time, Part-Time, or Casual) to align with entitlements and policies.

• Assign the staff member to the correct entity or organisational unit.

• Define notice periods for both the organisation and the staff member.

• Set required Continuing Professional Development (CPD) points, if applicable.

• Indicate if the staff member is on a flexible working arrangement or subject to awards or workplace agreements.

• Specify probation periods and whether extensions or post-termination clauses apply.

Licenses and Certifications

• Add relevant licenses and certifications (e.g., Blue Card, Driver's License).

• Input expiration dates and set recurring reminders for renewals.

• Upload scanned copies or digital files of certifications for organisational compliance.

• Configure notifications to alert both staff and managers about upcoming renewals.

Qualifications and Employment Background

• Record qualifications, professional certifications, and educational background.

• Include prior work experience to build a comprehensive employment history.

• Specify if medical checks, drug tests, or psychometric assessments are required as part of the role.

Position Descriptions and Team Assignments

• Create or assign a position description under HR > Position Descriptions Panel.

• Include objectives, key performance indicators (KPIs), and expected outcomes for the role.

• Ensure alignment between the position description and assigned functions.

Configuring Leave, Payroll, and Remuneration

• Assign the appropriate leave profile (e.g., Permanent, Casual) to the staff member.

• Set accrual rates for leave entitlements (e.g., annual leave, personal leave).

• Input the standard working hours per week to calculate entitlements accurately.

• Configure payroll profiles, including payment frequency (e.g., fortnightly) and start/end times.

• Use the Remuneration Reviews panel to track salary reviews and performance-linked adjustments.

Notes, Documents, and Discussions

• Use the Notes section to record milestones, achievements, or administrative updates (e.g., ‘WHS training completed on 11 Feb 2025’).

• Upload employment-related documents, such as contracts, position descriptions, or onboarding forms.

• Log discussions or significant conversations in the Discussions section for transparency and accountability.

Training and Development

• Assign mandatory training modules during onboarding, such as WHS or CPR.

• Use training templates to standardise recurring training for staff in similar roles.

• Track completion status and update records for future reference.

Notifications and Updates

• Configure myMessages to send automated reminders for tasks, training, or license renewals.

• Use the News Ticker to share onboarding announcements or updates with the team.

Leave and Entitlements Overview

• Confirm leave entitlements under the Leave Information section:

  • Assign accrual rates, leave types, and descriptions.

  • Track balances for annual leave, compassionate leave, unpaid leave, and long service leave.

• Enable shift-to-leave integration to automate leave applications for staff tied to rostered shifts.

Best Practices for Onboarding

• Ensure clear documentation of all profile fields to maintain compliance and data accuracy.

• Regularly review and update staff profiles to reflect changes in roles, certifications, or entitlements.

This comprehensive onboarding process ensures a seamless transition for new staff, supports compliance, and provides a solid foundation for ongoing development and operational success.