New hires are eager to get started! Give them the best start in a new role by giving them the opportunity to begin their learning journey even before their first day!
Studies show that one in five new employees quit within the first 45 days when onboarding is incomplete or delayed. To solve this challenge, Self Sign-Up was designed to empower organisations to onboard new team members instantly, efficiently, and with zero bottlenecks.
Discover how it works here🎬
Streamline Pre- and Onboarding With Self Sign-Up
Pre- and onboarding sets the tone for every new employee’s experience - yet for many organisations, the process is slow, manual, and heavily dependent on HR and IT availability. This often leaves new hires waiting, feeling disconnected, and starting their roles without the confidence or clarity they need.
This article walks you through how Self Sign-Up works, how to set it up, and best practices to ensure a seamless experience for both managers and new hires.
Good to know💭 If Self Sign-Up is not yet visible or enabled in your platform, you can reach out to your Customer Success Manager or our Support Team.
What Is Self Sign-Up?
Self Sign-Up is a fast and user-friendly onboarding feature that allows new employees to get started with learning and essential platform access in seconds - without waiting for HR or IT involvement.
Using a simple QR code scan, new hires can:
Create or activate their account
Access their onboarding content immediately
Join the right teams or locations automatically
Begin learning and training on day one
Meanwhile, managers gain the ability to assign relevant training instantly, ensuring every new joiner is prepared before their first shift.
How Self Sign-Up Works
For the admin:
In your department tab, you download all self sign up QR and links
Share the code or link with the user
Now they are ready to sign up
For the user:
Scan the QR Code/click the link
Create their profile
Start learning!
Quick tip💡 Step 2 is based on the QR code or link (department-specific) and predefined rules. New hires are automatically linked to the default:
Location
Role
Training profile
This ensures onboarding materials are immediately relevant.
Once the employee is registered, all required onboarding content can be shared with them right away - ensuring new hires get the exact training they need from day one.
All employee data is automatically fed into the correct system fields, keeping HR, compliance, and reporting clean and accurate without requiring extra administrative work.
Best Practices for Using Self Sign-Up
Combine with a welcome message:
Make the first minutes count. Add a short welcome poster or card explaining the process and what new hires can expect after scanning.
Be visible:
Spreading the word is key in rolling out a successful self-sign-up flow🗝️
We suggest using a poster with a QR code that can be used to sign up. Also, ensure that the 4-digit app code is available so you can get them into the Learningbank app right away, providing the most optimal user experience from the start.
Ideal places you could hang these posters would be:
Back-of-house areas
Staff entrances
Break rooms
Welcome packets
If you share it with users online, you can benefit from using the link instead of the QR code, allowing it to be clicked rather than scanned.
Keep required fields simple:
Only ask for essential information - shorter forms mean less friction and faster onboarding.
Automate Learning Assignments
Use predefined rules to automatically assign mandatory learning based on:
Location
Role
Seniority
This minimises manual work and ensures consistent onboarding for everyone.
Read more about creating circles here.
Monitor completion rates:
Review onboarding progress regularly to ensure no new hire is left behind and all mandatory learning is completed on time.
Use It Before the First Day:
Many organisations share the QR code before day one. This allows new team members to feel welcomed, prepared, and confident even before they walk in the door.
Flow example
In the image below, you can see an illustration of how a self-sign-up flow should look - it includes the journey for both admins and users.
Important considerations prior to setup
Before you set up your flow, there are somethings that you need to consider before hand.
What information are they being created with?
What should happen with the users after their preboaring?
Let's take an example: If you have an active integration, this needs to be taken into consideration, as it would be needed to have a data sync clean-up, which is an automatic clean-up flow that takes the user out of the preboarding flow. For example, it could be that no job profile is provided within X days (we recommend 30 days).
If you need to discover the possibilities for your specific clean-up flow, please feel free to reach out to us.
Good to know💭 If you want to give users the option to sign up without having a department specific QR-code, where all they need is the URL to your platform, it can also be enabled. Reach out to support or your Customer Succes Manager to have it set up.