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 within the company.
You can learn more about how to set up your Onboarding plan here: Setting up your Onboarding plan
Below is an example of how the Onboarding Module works:
Let's assume that today is 06/01/2023
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:
Then create and make active a profile with the following characteristics:
- All jobs
- All Above Units
- All Units
- Academy members since 04/01/2023
- Time Units: Days
- Duration: 3
Then 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)
Examples for adding more users
The following four users were added to the academy on different dates, they also matched the onboarding criteria on different dates.
- User_1: Added on 05/15/2023 and matched the criteria of the onboarding profile at the same time
- User_2: Added one hour after the profile was made active (06/01/2023) and matched the criteria of the onboarding profile at the same time
- User_3: Added on 04/02/2023 and matched the criteria of the onboarding profile on 04/04/2023
- User_4: Added on 04/02/2023 and matched the criteria of the onboarding profile on 04/06/2023
- User_5: Added on 04/01/2023 and matched the criteria of the onboarding profile on 04/03/2023
Case 1:
- Will the user be assigned the profile?
- What 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 |
06/01/2023 at 00:00 (end of the day) |
06/01/2023 at 00:00 (end of the day) |
06/01/2023 at 00:00 (end of the day) |
- |
- |
|
Profile Assignment |
06/01/2023 the profile was activated |
06/01/2023 the user was added to the academy |
06/01/2023 the profile was activated |
- |
- |
|
Course A - Assignment |
06/01/2023 the profile was activated |
06/01/2023 the user was added to the academy |
06/01/2023 the profile was activated |
- |
- |
|
Course B - Assignment |
06/02/2023 3:30 am EST |
06/02/2023 3:30 am EST |
06/02/2023 3:30 am EST |
- |
- |
- User_1, User_2, and User_3 will immediately be assigned a profile because:
- they were added to the Academy after the profile "New Hire" date
- they matched the profile's criteria within 2 days after they were added to the Academy (per the new hire setting)
- User_4 will not immediately be assigned a profile because they matched the profile's criteria three days after they were added to the Academy.
- User_5 will not immediately be assigned a profile because they were added to the Academy before the "New Hire" date.
Good-to knows
1) The profile assignment, as well as activities related to the first day, are immediately available in the following cases:
- The user is added to the Academy after the profile creation is synced with the relevant org structure
- The org structure of the user has changed within the period that they are considered a 'new member' (advanced setting)
2) The activities related to the second/ third day etc. are triggered once a day, at 3:30 am EST.
Case 2:
User_4 changes their role on 04/03/2023 and matches the criteria of a different "job change" profile.
Q: Will they be assigned with the "job change" profile although they are considered a new academy member?
A: No, if the user is considered a new academy member (based on the advanced academy setting) they will not be assigned any “job change” profile.
To further leveraging the Onboarding Module, please see Monitoring The Onboarding Process