Onboarding Team Tasks- Starting the Onboarding Process for the Onboardee

This guide outlines tasks for the Onboarding Team (Hiring Manager, HR Representative, Onboarding Coordinator) to complete to launch the Onboarding process and provide general navigation assistance with identifying tasks in a specific process step.

Kristin Coombs
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40 seconds

By design, SuccessFactors provides three roles on the Onboarding Team: Hiring Managers, HR Representatives, and Onboarding Coordinator. A unit’s business process determines which role is operationally responsible for the actions outlined in this guide. At Duke University, including the School of Medicine, a business unit’s operational process determines which of these roles will take the actions outlined in this guide for the Onboarding Team. At Duke Health, the Onboarding Coordinator role takes the actions outlined in this guide for the Onboarding Team.

Launching Onboarding

In SuccessFactors' Recruiting module, locate the onboardee in the Onboarding pipeline. Select their name from the hyperlink. Select **Take Action** on the right-hand side and select **Initiate Onboarding**.

In the **Initiate Onboarding** pop-up window, select **Confirm.** The user should see the success message below. This action sends the "Welcome to the Onboarding Application" to the Onboardee. For additional guidance, please see **page 7** of this [Recruiting and Onboarding Guide](https://hr.duke.edu/sites/default/files/atoms/files/SuccessFactors%20Quick%20Reference%20Guide%20-%20Pre-Employment%20Steps.pdf).

Please note: The "Welcome to the Onboarding Application" must fire as described above. An onboardee cannot complete the Onboarding process unless the Onboarding Team initiates this email.

Welcome Email - Notification Example - Onboardee Action Required

After successful onboarding initiation, the onboardee receives the "Welcome to the Onboarding Application" email outlining required actions. These actions include the following: - Creating a password using the username included. - Logging into the New Employee Onboarding Portal. - Completing the onboarding steps and e-signing all required forms.

Accessing Onboarding - Using Filters to Identify Specific Tasks

The SuccessFactors main page uses a tile format to display required tasks. **For You Today** lists tasks on individual tiles, highlighting each task's due date and flagging overdue items. Select the tile to view additional detail and begin work.

To display tasks differently, select the check mark to view the **To Do** notifications for a list of tasks to complete. This list is populated from the **For You Today** tiles.

To access the Onboarding Dashboard, from the **Home** drop-down, select **Onboarding**.

Please be aware under the **Quick Links** titles, the **Onboarding 1.0** tile will take you to Onboarding 1.0. To access the new Onboarding, you can select the **Onboarding** title from the **Quick Links** or select Onboarding from the **Home** drop-down menu.

Think of the Onboarding Dashboard as your central workspace. You can search by different filters to view specific tasks. One of the most helpful filters is the **Process Task** filter, which lets you view a specific task and see the status of your new hires against it. The screenshot below uses the **Process Tasks** filter, with the **Form I-9 and E-Verify** filters selected, to view any new hire in that status. In this example, that is new hire Peter Quill. In this view, you can see the tasks that are: - **On Schedule** (on time) - **Completed** (nothing further needed) - **Overdue** (considered late and action needed ASAP). For more details on navigating the Onboarding Dashboard, please see the [Onboarding Basic Navigation and Functionality Quick Reference Guide](https://scribehow.com/viewer/Onboarding_Basic_Navigation_and_Functionality__TVwbM_fJTRSBRtWGrp3Y3Q).

Select the carat (arrow) to view **New Hire Details.**

The **Data Collection** task is the last task for the onboardee. Once that task is complete, a member of the Onboarding Team will need to **Complete Form I-9 and E-Verify,** which are located in the **Form I-9 and E-Verify** section of **New Hire Details.** For detailed instructions on completing Section 2 of Form I-9, please see the [Completing Section 2 of Form I-9 and E-Verify Quick Reference Guide](https://scribehow.com/viewer/Completing_Section_2_of_Form_I-9_and_E-Verify__M-5_eGRUQGGs4sEjBJ_aEw).

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [recruitment@duke.edu.](mailto:recruitment@duke.edu) and Duke Health users should contact [DUHSTAPreboarding@duke.edu.](mailto:DUHSTAPreboarding@duke.edu)