Better Understanding the Onboarding Functionality

When a new employee starts working, assigning training and managing the workflow can be a difficult thing to do. The Onboarding module in SchooX allows you to design the training schedule for all new employees as well as for employees that changed jobs in the company.

You can learn more about how to set up your Onboarding Plan here: Setting up your Onboarding plan

Now let's check an example of how the Onboarding module works!

Let's assume that today is 06/01/2020.

Setting up the profile

The advanced academy setting for the Onboarding Module says that a user should be considered as a new academy member for 2 days:

Screenshot_77.png

I create and make active a profile having the following characteristics:

  • All jobs
  • All Above Units
  • All Units
  • Academy members since 04/01/2020
  • Time Units: Days
  • Duration: 3

Screenshot_78.png

Then I add the following activities to the time-based flow of the profile:

  • Course A (from day 1 to day 2)
  • Course B (from day 2 to day 3)

Screenshot_79.png

Adding Users 

The following 4 users were added to the academy on different dates. Moreover, they matched the criteria on different dates. 

  • User_1: Added on 05/15/2020 and matched the criteria of the onboarding profile when they were added
  • User_2: Added one hour after the profile was made active (06/01/2020) and matched the criteria of the onboarding profile when they were added
  • User_3: Added on 04/02/2020 and matched the criteria of the onboarding profile on 04/04/2020
  • User_4: Added on 04/02/2020 and matched the criteria of the onboarding profile on 04/06/2020
  • User_5: Added on 04/01/2020 and matched the criteria of the onboarding profile on 04/03/2020

Case 1:

We want the following information per user:

  • Will the user be assigned the profile?
  • Which is the due date (and time) for course A?
  • When was the user assigned with the profile?
  • When was the user assigned Course A?
  • When was the user assigned Course B?
 

User_1

User_2

User_3

User_4

User_5

User assigned the profile

Yes*

Yes

Yes*

No*

No

Due date for Course A

06/01/2020 at 00:00 (end of the day)

06/01/2020 at 00:00 (end of the day)

06/01/2020 at 00:00 (end of the day)

-

-

Profile Assignment

06/01/2020, at the time, that the profile was activated

06/01/2020, at the moment the user will be added to the academy

06/01/2020, at the time, that the profile was activated

-

-

Course A - Assignment

06/01/2020, at the time, that the profile was activated

06/01/2020, at the moment the user will be added to the academy

06/01/2020, at the time, that the profile was activated

-

-

Course B - Assignment

06/02/2020, 3:30 am EST

06/02/2020, 3:30 am EST

06/02/2020, 3:30 am EST

-

-

 

* To further explain the reason why these users are assigned to this profile or not read below:

  •  User_1, User_2, and User_3 will be assigned with the profile as they:
    • Were added to the Academy after the profile "New Hire" date
    • Matched the profile's criteria within 2 days after they were added to the Academy (per the new hire setting)
  •  User_4 will not be assigned with the profile as they matched the profile's criteria 3 days after they were added to the Academy.
  • User_5 will not be assigned with the profile as they were added to the Academy before the "New Hire" date.

Tips!

1) The profile assignment as well as the assignment of the activities related to the first day, are completed instantly, at the time that the user matches the profile criteria which may happen in the following cases:

  • The user is being added to the academy after the profile creation with the desired org structure
  • The org structure of the user is being changed within the period he is considered as a new member (advanced setting)

2) The activities related to the second/ third day etc. are being triggered once a day, at 3:30 am EST.

Case 2:

Q: User_4 changes his job on 04/03/2020 and matches the criteria of another, "job change" profile.

Will he be assigned with the "job change" profile although he is considered a new academy member?

A: No, if the user is considered a new academy member (based on the advanced academy setting) he will not be assigned any “job change” profile.

Read more: Monitoring The Onboarding Process

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