Falaah Falaah AI

Employee Onboarding Workflows

Streamline new employee onboarding in Muin with automated checklists, document collection, task assignment, and progress tracking for every new hire.

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.

To open onboarding: Sidebar → HR → People → Employee Onboarding.

Employee Onboarding runs streamlined onboarding workflows for new hires. It has an In Progress list, a Completed list and a Templates tab, plus Document Templates so you can Generate an Offer Letter, a W-4 Form, an I-9 Form, an NDA Template or a Welcome Packet without leaving the screen. Start New Onboarding opens the new-hire wizard.

Each row in In Progress shows the hire, their Manager, their Start Date, their Progress, what is Next and what is Due, with a Remind action that sends the hire a nudge (Reminder sent successfully). With nothing in flight the list says No onboarding in progress and tells you what to do: start onboarding new hires with automated workflows, document collection, and task tracking. The Completed list says No completed onboardings until one finishes, and the page carries The report behind this page.

One hire’s onboarding

To open it: open a row in In Progress, or go to HR → People → Employee Onboarding and click the hire.

The hire’s own page is titled with their name and shows their job title, employment type, hire date and whether they have Started N days ago, Starts today, Starts in N days, or have no hire date set (Hire date not set). The progress bar is completed tasks out of total tasks, not a guess.

Below the header, four things:

  1. Access this hire has been given - what they have actually been provisioned, per system. The question the card asks is deliberately blunt: did this hire actually get their access. Where they have no login yet it offers Give them a Muin login, because a hire with onboarding tasks and no account cannot do any of them.
  2. A phase timeline - Pre-start, Day 1, Week 1 and Month 1, so you can see where the hire is rather than only how many boxes are ticked.
  3. Tasks and documents - side by side, each with its own completion state.
  4. A timeline of what has happened, and an onboarding assistant you can ask about this hire.

You can resend the hire’s sign-in link from the header if they never opened the first one.

Onboarding Checklists

Creating a Checklist

  1. Go to HR → People → Employee 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
  • Track which connected systems have given the hire access
  • 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

When it goes wrong

“Failed to load onboarding data.” The read failed and nothing changed. Retry; an empty In Progress list after an error is not an empty pipeline.

“Failed to send reminder.” The nudge was not sent. Check the hire’s email address on their employee record and try again.

“The employee may not have an active onboarding session.” You opened a hire who has no onboarding running. Start one from Start New Onboarding, or open somebody from the In Progress list.

“Hire date not set.” Without a hire date there is no phase timeline, no I-9 due date and no “starts in N days”. Set the hire date on the employee record.

The hire cannot complete their own tasks. Check Access this hire has been given first. A hire with no Muin login cannot sign anything; use Give them a Muin login, or resend their sign-in link from the header.

Next step