Employee Onboarding Workflows

Muin’s HR module streamlines employee onboarding with automated checklists, document collection, task assignment, and progress tracking. Ensure every new hire has a consistent, thorough onboarding experience.

Onboarding Overview

Effective onboarding includes:

• Pre-boarding - Before day one
• Day one - First day essentials
• First week - Initial training and setup
• First month - Integration and follow-up
• Ongoing - Continued development

Muin helps you manage all of these with templates, automation, and tracking.

---

Onboarding Checklists

Creating a Checklist

1. Navigate to HR → Onboarding, select the Templates tab
2. Click Create Template
3. Enter template name (e.g., “Engineering Onboarding”)
4. Add checklist items organized by phase

Checklist Structure

Organize items by phase:

Pre-boarding (Before Day 1)

• Send offer letter
• Collect signed offer
• Run background check
• Send welcome email
• Set up accounts (email, tools)
• Order equipment
• Assign buddy/mentor

Day 1

• Complete I-9 verification
• Review employee handbook
• Acknowledge policies
• IT setup walkthrough
• Office tour
• Meet the team

Week 1

• Complete required training
• Set up direct deposit
• Enroll in benefits
• First manager check-in
• Department orientation

Month 1

• Complete role-specific training
• 30-day check-in
• Set initial goals
• Complete compliance training

Item Configuration

Each checklist item has:

• Title - What needs to be done
• Description - Details and instructions
• Assignee - Who is responsible (can be dynamic)
• Due - When it’s due (relative to start date)
• Documents - Required attachments
• Dependencies - Other items that must complete first

---

Document Collection

Required Documents

Define documents to collect during onboarding:

Document	Required By	Assignee
Photo ID	Day 1	Employee
Work authorization	Day 1	Employee
Direct deposit form	Week 1	Employee
Tax forms (W-4)	Week 1	Employee
Emergency contact	Week 1	Employee
Benefits enrollment	Week 1	Employee
Signed handbook	Day 1	Employee
Equipment receipt	Day 1	IT

Employee Self-Service

Employees can upload documents themselves:

1. Employee receives onboarding portal link
2. Sees required documents
3. Uploads each document
4. Status updates automatically
5. HR notified when complete

Document Verification

HR can verify uploaded documents:

1. Review uploaded document
2. Mark as approved or request resubmission
3. Add notes if needed
4. Document stored in employee file

---

Task Assignment

Automatic Assignment

Tasks can be assigned to:

• The new employee - Their responsibilities
• The manager - Manager tasks
• IT - Equipment and access setup
• HR - Administrative tasks
• The buddy/mentor - Support tasks
• Specific person - Named individual

Dynamic Assignees

Configure based on the employee’s profile:

• Department head
• Team lead
• Assigned mentor
• Office location admin

Task Notifications

When assigned, tasks:

• Appear in assignee’s task queue
• Send email notification
• Include due date
• Link to relevant documents/instructions

---

Progress Tracking

Onboarding Dashboard

See all onboarding in progress:

Active Onboardings:

Employee	Start Date	Progress	Status
Jane Smith	Jan 15	85%	On track
John Doe	Jan 22	40%	Behind
Mary Jones	Feb 1	0%	Pre-boarding

Individual Progress

Click any employee to see:

• Overall completion percentage
• Completed items
• In-progress items
• Overdue items
• Upcoming items
• Timeline view

Manager View

Managers see their direct reports’ onboarding:

• Progress summary
• Items requiring their action
• Items to verify/approve
• Check-in reminders

---

Onboarding Templates

Role-Based Templates

Create templates for different roles:

• Engineering - Tool access, code review training
• Sales - CRM training, product certification
• Customer Success - Support tools, product training
• Finance - System access, compliance training

Location-Based Additions

Add items based on office location:

• Office-specific orientation
• Local compliance requirements
• Regional benefits enrollment

Using Templates

When starting a new onboarding:

1. Go to HR → Onboarding, click Start New Onboarding
2. Select the employee
3. Choose base template
4. Add any custom items
5. Set start date
6. Click Start New Onboarding

---

Customizing Onboarding

Adding Custom Items

For specific situations:

1. Open the employee’s onboarding
2. Click Add Item
3. Enter item details
4. Assign and set due date
5. Item added to checklist

Removing Items

If an item doesn’t apply:

1. Find the item
2. Click Remove or Mark N/A
3. Add note explaining why
4. Item removed from tracking

Adjusting Dates

If dates need to change:

1. Open the onboarding
2. Click Adjust Timeline
3. Change start date or individual due dates
4. Downstream items adjust automatically

---

Automation

Triggers

Onboarding can trigger automatically:

• When employee record created
• When start date approaches
• When offer accepted
• Manual start

Automated Actions

Set up actions that happen automatically:

• Send welcome email X days before start
• Create accounts in connected systems
• Assign mentor based on department
• Schedule check-in meetings

Integration with Workflows

Onboarding events can trigger workflows:

• Document uploaded → Notify HR
• Checklist item complete → Update status
• All items complete → Close onboarding
• Item overdue → Escalate

---

Reporting

Onboarding Metrics

Track key metrics:

• Average time to complete onboarding
• Completion rate by due date
• Most commonly missed items
• Items taking longest
• By department/role breakdown

Standard Reports

Report	Description
Active Onboardings	All in-progress onboardings
Completion Summary	Completion rates and timing
Overdue Items	Items past due date
Document Status	Document collection progress
Task Breakdown	Tasks by assignee and status

Audit Report

For compliance:

• Full onboarding history per employee
• Document verification records
• Policy acknowledgments
• Training completions

---

Best Practices

Template Design

1. Keep it manageable - Don’t overwhelm new hires
2. Prioritize - Put most important items early
3. Clear ownership - Each item has one assignee
4. Realistic timelines - Allow enough time
5. Test templates - Walk through before using

Execution

1. Start early - Begin pre-boarding promptly
2. Communicate clearly - Set expectations
3. Follow up - Check on overdue items
4. Get feedback - Improve based on new hire input
5. Be flexible - Adjust for individual needs

Continuous Improvement

1. Review regularly - Update templates quarterly
2. Track metrics - Identify bottlenecks
3. Get input - From new hires and managers
4. Stay current - Update for policy changes

---

Next Steps

• Policy Management - Link policies to onboarding
• Certification Tracking - Track required training
• Building Workflows - Automate onboarding tasks