--- title: "Onboard a new employee" slug: "onboard-a-new-starter" updated: 2023-10-03T21:33:09Z published: 2023-10-03T21:33:09Z canonical: "knowledgejems.jemini.com/onboard-a-new-starter" --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # Onboard a new starter #### Navigation: People | Lifecycle | Onboarding --- Once an onboarding workflow is created and activated, you can start adding your new starters. The same process can be done in the Employees bubble, but it becomes a much more straightforward process in the Onboarding bubble. Go to the **Onboard** view. This view allows you to add new starters and follow their onboarding process. #### What you can see in Onboard view - Filters (*Not started, In progress, Completed, Withdrawn,* and *No workflow*) - Employees currently being onboarded (select an employee from the list below the filters) - Option to add a new employee to onboard ![Screenshot of Onboard View in Onboarding bubble. A few employee workflows are visible under the filters but none are selected yet.](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Onboarding%20Onboard%20View.png) ## How to onboard a new starter or existing employee ### How to onboard a new starter Use these instructions if the new starter hasn't yet been added to Jemini. You can add them through the onboarding process. 1. Go to *People | Lifecycle | Onboarding*. 2. Select the **Onboard** VIEW TYPE in the Controls section. 3. Select **Add employee**. The ADD EMPLOYEE panel will open. 4. Select the **OWNER**. 5. Enter a unique **JEMINI ID** number that will be used to identify the employee. 6. Enter the employee's **FIRST NAME, PREFERRED NAME** (if they have one), **MIDDLE NAME** (if they have one), and **LAST NAME**. 7. Enter the employee's **BIRTH DATE**. 8. Select the employee's **GENDER**. 9. Enter the employee's **COMMENCEMENT DATE** and **SERVICE START DATE**. 10. Enter the employee's **PROBATION PERIOD** (in days) if required. If the probation period is entered, the **PROBATION END DATE** will update automatically. You can change the exact end date if required. 11. Select **Add photo** to upload a photo of the new starter, if required. 12. Select an Onboarding **WORKFLOW**. 13. Select the ***Green Tick Button*** to save and close the panel. Once you’ve submitted the employee profile details, a *[System Workflow](/docs/onboard-a-new-starter#whats-the-system-workflow)* will be created. You'll need to complete the system workflow before starting the main onboarding workflow. ### How to onboard an existing employee Use these instructions if your employee already exists in Jemini and you want to connect them to an onboarding workflow. 1. Go to *People | Lifecycle | Onboarding*. 2. Select the **Onboard** VIEW TYPE in the Controls section. 3. Select the **No workflow** filter. TIP Deselect the other filters if you only want to view employees with no workflow. 1. Choose the employee from the list below the filters. TIP Use the COMMENCEMENT DATE and EMPLOYEE NAME OR NUMBER filters to find the employee faster. 1. Select **Add workflow**. The EMPLOYEE WORKFLOWS panel will open. 2. Select a workflow from the **WORKFLOWS** backpack. You can select more than one workflow if necessary. 3. Select the ***Green Tick Button*** to save and close the panel. 4. A confirmation message for historical notifications may appear, depending on the employee's commencement date. - Select **Yes** if you want to send historical notifications for the workflows added to the employee. - Select **No** if you don't want to send historical notifications for the workflows added to the employee. - You can check what the notifications are by referring to the [workflow steps](/docs/onboarding-step-setup). Because the employee already exists in Jemini, the main workflow will open, allowing users to start completing tasks. You won't need to complete the System Workflow like you would with a new employee. TIP If you've added more than one workflow to the employee, you can switch between them by selecting the workflow name next to the **Action** button. A drop-down list will open, allowing you to select and open another workflow. ## What's the System Workflow? The System Workflow is the first set of tasks required for onboarding a new employee in Jemini. It consists of three mandatory tasks: - Occupancy - User Profile - Pay Rate You must complete these tasks to unlock the main onboarding workflow. ![Screenshot of Onboarding System Workflow view](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Onboarding%20System%20Workflow.png) #### Occupancy task This task gathers all the necessary information about the employee's position, payroll, location, levels, and employment status. #### User Profile task In this task, you provide essential information about the employee, such as their name and contact details. * Completing this task and setting the **ACTIVE** status to **Yes** will immediately grant the new starter access to Jemini. * If you prefer to delay their access, we recommend setting the **ACTIVE** status to **No** initially. This will enable other users to complete tasks before the new starter gains access to the system. * When the **ACTIVE** status is set to **No**, an option to add an activation date will appear. If you enter a date, the user profile will be activated on that date, and the welcome email will be sent. * [See below for more information on granting access](/docs/onboard-a-new-starter#granting-onboarding-access-before-employment-starts). #### Pay Rate task The Pay Rate task is initially locked and requires information from the Occupancy task to proceed​. Once the Occupancy task is complete, you can complete the Pay Rate task by entering the new starter's pay rate details. TIP Once all tasks in the System Workflow are complete, the main workflow will be activated, setting the new starter's onboarding process in motion. ### Granting Onboarding access before employment starts If you want the new starter to complete some Onboarding tasks but don't want to give them full access to Jemini before their employment begins or if their work account isn't set up yet, follow these steps in the **User Profile** task: 1. In **EMAIL ADDRESS**, enter their personal email address instead of their work email. 2. Set **SINGLE SIGN ON** to **No**. 3. Set **ACTIVE** status to **Yes**. Once their user profile is activated, the new starter will receive a notification to their personal email, prompting them to sign in and create a password. They'll only have access to the tasks in their Onboarding section until their commencement date arrives. When the new starter’s commencement date is approaching: 1. Open their **User Profile**. 2. Update the **USER NAME** and **EMAIL ADDRESS** with their work credentials. 3. If your organisation uses single sign on, change **SINGLE SIGN ON** to **Yes**. 4. Let the the employee know that they now have single sign on access, which means they’ll be signed in automatically and won't need a password. Once their commencement date arrives, they'll automatically have access to the wider application, not just the Onboarding section. TIP If you don’t use single sign on, you can keep **SINGLE SIGN ON** set to **No**, but you may need to update the new starter’s **USER NAME** and **EMAIL ADDRESS** with their work credentials. You may also need to reset their password using the **RESET PASSWORD** button. ## What happens once the System Workflow is complete? Once the system workflow is complete, the main workflow will activate. This will set the new starter's onboarding process in motion. Email notifications will be sent to everyone connected to the workflow. This includes the new starter, their manager, and anybody with assigned onboarding tasks. The new starter will receive a notification email, welcoming them to Jemini and prompting them to activate their account. They'll be guided through the Jemini account activation process, which may include setting a password and answering basic security questions. Note that the welcome notification is only sent when the user profile is active. If the user profile is marked as inactive, the welcome email won't be sent. TIP Your logo can be attached to the notifications so that they look and feel more like your organisation. When the new starter signs in before their start date, they'll only see the onboarding bubble. After their start date, they'll gain access to the rest of Jemini, depending on their security settings and permissions. TIP To learn more about the new starter's onboarding experience, go to [Intro to Onboarding - Your Jemini](/docs/intro-to-onboarding-your-jemini) To learn more about the next steps in the Onboarding process from a manager's perspective, go to [Intro to the Onboard view](/docs/intro-to-the-onboard-view) and [How to complete Onboarding Tasks](/docs/how-to-complete-onboarding-tasks). ![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png) Select this button to save and submit your content and close the panel.