Preboarding includes a warm welcome, essential information before the first day, and an introduction to communication and workforce management tools to ensure a smooth start from day one. Your goal - ensure new hires feel safe, prepared, and engaged from day one!
Preboarding involves various steps that ensures a structured and efficient start for new hires. Before considering technical aspects, it is important to align the process with your internal workflows. While integration plays a key role in automating some of these steps, the foundation of a successful preboarding experience lies in your internal processes.
Below are the most commonly used approaches.
Private Email Transition
If you have an integration set up in the Integration Hub, follow this approach:
When a new hire is completed in your HR system or Active Directory (AD), enter their private email address.
Once the private email is updated to the work email, on the employees first day, the integration hub automatically recognizes the ID connection and replaces the private email with the work email.
As a result, all preboarding completions are transferred to the new hire's work email seamlessly.
Good to know💭 If your organization uses Single Sign-On (SSO), ensure that you also have login via email and password enabled on the platform so users can log in via their private emails.
Direct Work Email Creation
Another common approach for handling preboarding through integration is:
When a new hire is completed in your HR system or AD, create them with their work email address.
Grant them access to their work email right away after hiring them so they can begin their pre-boarding immediately.
Quick tip💡 If you prefer to limit access only to your Learningbank platform, you can send the new hire the platform URL along with a one-time password (manually set). For an even smoother experience, encourage them to use the App to ensure accessibility and engagement from the start.
QR Code Self-Sign-Up
While all the above methods ensure structured pre-boarding, we are also working on a self-sign-up option using QR codes. It will function like this:
You create a QR code in the platform, and the new hire scans it. For a smooth process, the QR code could, for example, be part of the employment contract.
The user is redirected to the app. If they do not have the app installed, they will be redirected to the browser and prompted to download it.
The department field is pre-populated from the QR code and cannot be changed by the user.
Behind the scenes, a default job profile is selected but is not displayed to the employee.
Based on the rules set in your sharing settings, the user will automatically receive their preboarding materials.
Read more on assigning users to content here.
Recommendation✅ By focusing on your internal processes first and then ensuring technical alignment through integration, you can provide a seamless preboarding experience that supports both the employee and the organization.