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.
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.
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
In addition to the above onboarding methods, you can also enable a self-sign-up option using QR codes. Here's how it works:
Generate the QR Code: Admins can create a unique QR code or copy a direct link for each department. For convenience, this QR code can be included in the new hire’s employment contract.
Scan and Sign Up: When the new hire scans the QR code, they are redirected to the Self-Sign-up page, where their department is pre-filled and locked. The user cannot change the department.
App Access: If the app is installed, they will be taken directly to it. If not, they are redirected to a browser page and prompted to download the app.
Job Profile: A default job profile is automatically assigned in the background. This profile is not visible to the new hire.
Preboarding Materials: Based on your predefined sharing settings, the user will automatically receive their preboarding materials once the sign-up process is completed.
To create a QR Code, simply follow these steps:
Go to the Departments tab.
Click the three dots next to the department name and select Edit.
Scroll to the bottom to find the option to generate the QR code or copy a direct link.
Good to know💭 If the option to log in with a Phone Number is enabled on the platform, users will also have the ability to sign up using their phone number during the self-sign-up process.
Read more on assigning users to content here.