Onboarding

What it is

Onboarding gives new hires a structured induction. HR builds reusable onboarding kits (the items a new starter should receive or complete), starts an onboarding for one or more people, and — once it's approved — each new hire gets a simple self-service page to confirm they've received each item.

Screens

• Overview — a landing page that adapts to your role. New starters see their own onboarding and a friendly getting-started panel; approvers see requests waiting on them; administrators get KPIs and charts.
• My onboarding items — the new hire's checklist to acknowledge.
• Records — all onboarding requests, with All and Approvals tabs.
• Settings — the onboarding-kit builder.
• Workflow (BPM) — the onboarding approval chain.

Building onboarding kits

In settings, build your reusable kits. Each kit is a named item a new hire will later confirm receipt of — a laptop, an ID card, a signed policy, a first-day action, anything you assign. Add as many as you need, mark them active, and reuse them for every hire.

Starting an onboarding

• Click New onboarding process.
• Choose who's being onboarded — search your team and add one or more people (you can onboard several at once).
• Pick the kits to assign to everyone you added. Hubtoll flags a kit already assigned to someone so you don't duplicate by accident.
• Submit — the request enters the approval workflow.

Once approved, the assigned kit items appear on each new hire's checklist.

The new hire's journey

The new starter opens My onboarding items and sees everything assigned to them, with a live progress bar. As they receive each item, they tick it Received (with an optional note) and confirm. They can only acknowledge their own items, and only once the onboarding is approved. Administrators can follow overall progress — Not acknowledged, Partial, or Fully received — from the records list.

Permissions

All actions require an active HR licence.

Good to know

• You need an active onboarding workflow before you can start an onboarding.
• Kits are a flat checklist of acknowledgeable items — receipt is a simple "received" plus an optional note.
• Assigning a kit someone already has is allowed — Hubtoll warns you, but lets you proceed if you mean to.
• New hires can only acknowledge items on an approved onboarding, and only their own.