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9bx user guide

HR (HRM)

Onboarding

Give every new hire a joining checklist, a welcome page with a first-week agenda and a buddy, and check in with them over the first months. When someone moves to another branch, department or role, the same tools give them a short "cross-boarding" checklist.

Who can use it

  • HR with the onboarding permissions: builds templates, starts onboarding, works the checklist, and manages check-ins and probation reviews.
  • Managers with the welcome permission: edit the welcome page, agenda and buddy for their own team.
  • Every employee: sees their own welcome page, tasks and check-ins on My onboarding. No permission is needed for your own.

Where:

  • HR → Onboarding, with Onboarding cases, Check-ins and reviews and Onboarding templates.
  • HR → Self service → My onboarding for the employee's own page (shown to people with an employee record).

The screens

Screen What it shows
Onboarding templates The checklists. A cross-boarding template has a Cross-boarding (internal move) tag.
Onboarding cases Everyone with a checklist in progress, with progress and what waits for HR to verify. Filter by status, or by onboarding and internal moves.
A case Its tasks, the buddy, and the buttons Welcome page, Send link, Move start date, Cancel and Complete.
Check-ins and reviews Two tabs: Check-ins (the 30-60-90 day check-ins) and Probation reviews. Settings is at the top right.
My onboarding The employee's welcome page, their tasks, the check-ins they owe, and for managers the probation reviews waiting for them.
Dashboard The Onboarding progress widget: open cases, tasks overdue, submissions to verify.

Step-by-step

Build a template

  1. Open Onboarding templates and click New template.
  2. Give it a name. Under Type, choose Onboarding for new hires or Cross-boarding (internal move) for people who change branch, department or role. The type cannot be changed later.
  3. Under Applies to, leave fields on Any to use it for everyone, or narrow it to a legal entity, branch, department or worker type.
  4. Write a Welcome message. You can use {first_name}, {company}, {start_date}, {manager} and {buddy}; they are filled in for each person.
  5. Under First-week agenda, click Add item for each item and set the Day from start, an optional Time and a title.
  6. Add tasks. For each, choose the type and who it is Done by:
    • Task: someone does something and ticks it. Can be done by HR, the manager, the buddy, IT, finance, administration or facilities.
    • Form, Document, Acknowledgement: done by the new hire.
    • Policy: the new hire reads and acknowledges a published policy. Choose the policy.
    • Training: name the course and add a link if there is one. The person ticks it when done.
  7. Click Save.

Name the people who get team tasks

  1. Open Check-ins and reviews and click Settings.
  2. Under Who gets the team tasks, pick a person for HR, IT, finance, administration and facilities.
  3. Click Save. From now on, a team's tasks go straight to that person. Without a person they wait in the team's queue, and HR tasks go to whoever started the onboarding.

Manager tasks always go to the reporting manager, and buddy tasks to the buddy.

Start onboarding

  1. Open Onboarding cases and click Start onboarding.
  2. Choose the employee and the Start date.
  3. Leave Checklist template on Pick automatically, or choose one.
  4. Choose a Buddy if you have one in mind.
  5. Keep Email the new hire their personal link on to send the pre-boarding link.
  6. Click Start. The tasks are handed out, the check-ins are scheduled and any policies are added to the person's My policies.

Edit the welcome page, agenda and buddy

  1. Open the case and click Welcome page.
  2. Change the buddy, the Welcome message or the agenda items (date, time, title, notes).
  3. Click Save. If you changed the buddy, the open buddy tasks move to the new buddy.

The new hire sees the welcome page on their personal link before day one (without the team list), and on My onboarding after they sign in.

Answer a check-in (new hire or manager)

  1. Open My onboarding. Check-ins due appear under Check-ins. A reminder is also in your Todos.
  2. Click Answer, choose how it is going, and fill in What is going well? and Where do you need help? (or the questions of your company's form).
  3. Click Send.

The new hire's answers are seen by them and by HR only. A manager sees that the check-in was answered, not what was said.

Manage check-ins (HR)

  1. Open Check-ins and reviews on the Check-ins tab.
  2. Use Move date to change when a check-in is due, or Skip to set it aside.

Write a probation review (manager)

  1. Before someone's probation ends, you get a Todo and the review appears on My onboarding under Probation reviews.
  2. Click Write review. Choose an Overall rating, a Recommendation (Confirm, Extend probation or End employment) and write notes.
  3. Click Save review. Confirm starts the confirmation request, which then goes through the normal approval.

If the manager is away, HR can write the review from the Probation reviews tab of Check-ins and reviews.

Change the check-in and review settings

  1. Open Check-ins and reviews and click Settings.
  2. Turn Schedule check-ins for every new hire on or off, and set the Check-in days (default 30, 60, 90).
  3. Optionally choose a Check-in form and a Probation review form. Leave them empty to use the built-in questions.
  4. Set Ask for the review: how many days before probation ends the manager is asked (default 14).
  5. Turn Start a checklist when someone moves branch, department or role on or off.
  6. Click Save.

Cross-boarding (internal moves)

When an employee is transferred to another branch, or their department or designation changes, a cross-boarding checklist starts by itself, as long as a cross-boarding template fits and the setting is on. It works like onboarding, but there is no personal link and no check-ins. The person sees it on My onboarding under Your new team.

Example scenario

Nadia joins the Dhaka branch as a support agent on 1 November. HR starts onboarding with the "Support team" template and picks Rafi as her buddy. IT gets "Set up laptop" because Karim is named for IT in the settings. Nadia's personal link shows "Welcome, Nadia! Rafi will show you around on your first day" and the first-week agenda. On day 30 Nadia and her manager each get a check-in. Two weeks before her probation ends, her manager writes a review recommending Confirm, and the confirmation request goes for approval.

Tips

  • Keep one default onboarding template for everyone and add specific ones only where the checklist really differs.
  • Pick a buddy from the same team. They see the new hire's name on their own buddy tasks.
  • If a policy task does not close, ask the new hire to acknowledge the policy on My policies; the task closes on its own.

Troubleshooting and FAQ

No check-ins were created. Check that Schedule check-ins for every new hire is on. Manager check-ins are only created when the person has a reporting manager.

The probation review never appeared. The employee needs a joining date and a probation period, and must not already be confirmed. Reviews are asked for once a day.

The review was saved, but no confirmation was requested. The page says why, usually because no approval flow is set up for confirmations. Set one up, then request the confirmation again.

A move did not start a cross-boarding checklist. Make sure an active cross-boarding template with tasks fits the employee, and the cross-boarding setting is on.

Hiring · Employees · Employee self-service