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Release Employee profile for Onboard Process

Release Employee profile for Onboard ProcessProcess(New Joinee and Regular Employee)

The Release Onboard Employee Configuration to Employees is HR releases the employee profile so that the employee can enter their own personal, professional, and statutory details directly through the Self-Service portal. 

The purpose of releasing the employee onboarding profile is to:

  • Give the employee access to the onboarding system

  • Allow the employee to complete required details and documents

  • Start the onboarding workflow

  • Ensure onboarding begins only after HR approval with basic setup

  • Avoid errors by sharing only verified employee information

HR “Releases” the Employee Profile
  • Employee Profile Release : HR allows employees to update their details through the employee’s self-service access.
  • This 'Release' process can perform through two different ways
      1. Release to Individual Employee(Only for new Joinee)
      2. Release to Group of Employees through Release to Employee tab.
  1. Release to Individual Employee
    • After Employee basic creation, HR will get the option to grant access to Employee with welcome mail at the same time HR can release the Employee profile for On-board process as shown below.Screenshot (61).png
  2. Release to Group of Employees through Configuration
    • To Release the bulk of Employees profile for On-board process, Then Go To 'Employee Maintenance Screen' on top of that screen the button Release Employee Configure as shown below.Screenshot (63).png
    •  click on "Release Employee Configure" will opens a screen displays all the employees and the status of release configuration of Employees as shown in below screen.Screenshot (68).png
    • During the Release process, you will be directed to the above screen, where all employees are displayed along with their onboarding status, such as “Approved” and “Released".
      • The header section of this page shows status categories with corresponding count indicators. Each status is described below:
    • Back: By clicking the “Back” button, you will return to the default Employee Maintenance screen.
    • All: Shows the complete list of employees in the organization along with the total count.
    • Released: Represents the number of employees whose onboarding profiles have been released to employee. HR can revert the release action at any time, if required, by using the “Un-Release” option.

      Screenshot (70).png

      To do this, select the employee using the selection checkbox and click the “Un-Release” button. This action will lock the employee’s onboarding process, and the employee’s status will change back from “Released” to “Approved.”

      Until HR releases the profile again, the employee will not be able to update/change any details on their profile.

    • Submitted: Represents the number of employees who have submitted their onboarding details for HR review after release. Once Employee have submitted their profile it will be locked for any modification.
    • Approved: Indicates the number of employees whose onboarding profiles have been submitted and approved by HR.(It indicated the Employee profile is Approved and locked for any modification. Further HR can come to this section and Re-Release the profile again). This list also includes new joinee employees whose profiles are yet to be release for onboarding. 
    • Select Options: This dropdown allows you to select employees for bulk release actions. You can choose “Select All”, “Unselect All”, or “Restore to Default” from the list. Employees can also be selected individually, if required.
    • To release employee configurations in bulk, click on Approved, select the required employees, and then click the Release to Employees button to configure onboarding sections. Screenshot (74).png
    • Post click on the 'Release to Employees', HR will be directed to the screen where HR should choose the data section to release to employee like Personal, Bank, Educational Qualification, Previous employment, Nominee , GMC and onboard Documents, etc.Screenshot (75).png

    • In the above screen, the left panel displays the sections that can be released in the Employee Maintenance screen. For example, if visa details are not required for these employees, this option can be deselected. As a result, the Visa Details section will not be visible to the employee in the My Profile screen.

       

    • Onboard Documents:
      Onboard Documents are preconfigured templates that are readily available in the system. By clicking the expand (right arrow) icon, the list of templates required for the onboarding process is displayed. Select the templates that are applicable to the employees. At First all the documents are unselected HR can Select the required and release. 

       

    • Employee Profile Auto Close:
      This section controls the automatic closure of employee onboarding profiles. When the Auto Close of Employee Profile option is enabled, the system automatically closes the employee profile after the number of days specified in the No. of Days field. Once the auto-close date is reached, employees will no longer be able to modify or submit their onboarding details. 

    • Click Release to complete the final step of releasing the employee profiles. After release, the employee profiles become available/Editable to employees in their self-service portal. Employees can log in to the system, complete all the enabled profile sections, and submit the details to HR for approval.

                     

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