Onboarding
Overview
Joining and leaving are the processes with the most parties involved — contracts, access, equipment, induction, return. This page runs both as a checklist.
Offboarding is the more important half, even though onboarding is in the name: a forgotten step on joining is annoying; a forgotten step on leaving leaves access open and equipment missing.
Core tasks
Create a checklist from a template. Create from template produces the checklist with its steps. Going through the template is the point — hand-assembled lists forget exactly the step you rarely need.
Track progress. The figures show open, in progress, done and total; each card carries a due date and progress.
Work through the steps. Complete closes a step, Skip takes it out — visibly, not silently. Additional steps can be added.
Fields in detail
The What it does column answers what changes in the system — not what the field is called. The grey name behind the label is the API field: the same thing runs under that name through automation, import and AI tools.
Starting a checklist
| Field | Required | Values / format | What it does |
|---|---|---|---|
Employee employeeId | yes | an employee | Who the list is for. |
Mode mode | yes | onboarding or offboarding | Which kind of list. The two are deliberately separate: offboarding is about returning and revoking, not about equipping. |
Template templateUlid | no | an existing template | Which template the items come from. Empty means an empty list you fill yourself. |
Items of the list
| Field | Values / format | What it does |
|---|---|---|
Title itemTitle | text, max. 255 characters | What is to be done. |
Action itemAction | kind of item | What happens on ticking — from "just tick" to creating a task for the responsible unit. |
Target itemTargetRef | reference, max. 255 characters | What the action refers to, such as the account to create or the device to hand over. |
Category itemCategory | text, max. 30 characters | Grouping of the items — IT, workplace, paperwork. Turns one long list into three short ones. |
Responsible itemResponsibleId | an employee | Who completes this item. Without it the checklist is a pile of tasks with no addressee, and the question "what is on me?" cannot be answered. |
Due after days itemDueOffsetDays | number | Offset from the start or leaving date. Negative means before — the laptop should be there on day one, not be ordered afterwards. |
Item itemUlid | identifier of an item | Which existing item is changed or ticked. |
Checklist template
| Field | Required | Values / format | What it does |
|---|---|---|---|
Name name | yes | text | The name the template is offered under at the start. |
Mode mode | yes | onboarding or offboarding | What the template is for. |
Contract type contractType | no | text | Which contract type the template is proposed for. That way a working student does not get the full-time joiner's list. |
Items items | no | list of items | The content, with the same fields as above. |
Active active | no | yes/no | Off means no longer selectable. Running lists are untouched. |
Settings & permissions
- Module
module.hr. - Permission
hr.onboarding.manage. - The checklist hangs off the employee and also appears in their record, see
- Templates are the lever. What is in no template will be forgotten again at the next joiner.
- For descriptive processes there are SOPs. A checklist ticks off, an SOP
explains — together they make a procedure.
FAQ & troubleshooting
The list of checklists is empty. Then none has been created from a template yet.
A step cannot be completed. Check the hr.onboarding.manage permission.
A skipped step shows up later. By design: skipping is documented and is not the same as completing. Anyone reconstructing what actually happened can see the difference.
We need different steps per role. Create several templates rather than editing one list after the fact every time.