Greenhouse Onboarding: Creating Templates

This article is about Greenhouse Onboarding. If you are looking for help on Greenhouse Recruiting please go back to your search results or the homepage and choose the option that does not begin with Greenhouse Onboarding. If you have any questions about what articles to use, please reach out to chat support.

 

Templates allow you to keep track of the different tasks that need to be completed for every onboarding, offboarding, or retention workflow. Lists and Tasks can be assigned to different employees, meaning you can create your Template once and reuse it again and again without having to assign tasks all over again. 

To learn about Workflows please check out our article on Onboarding.

Before you begin building your template, please review our article on how to properly organize your template.

  

 

What's a Template

A template is composed of three parts:

  • Template - The template will contain all the of the lists and tasks that need to be completed for a specific workflow type, and will usually be specific to location, job status, or department. 
  • List - Lists live within Templates, and contain the different tasks that need to be completed. A list can be assigned to a single person, or each task within in a list can be assigned to a different person.
  • Tasks - Tasks are the individual items that need to be completed by employees. Tasks can be assigned to one employee, and will inherit the due date of the list they are on. 

 

Templates:

Once you've decided how to organize up your templates you can start building them out! 

In order to get to your Templates please select Admin > Settings Templates, select Add Template and select New Template from the bottom of the dropdown. Type in a name and select enter. 

Note: If you want to copy a Template, instead of selecting New Template, select the name of the Template you'd like to copy and a copy will be created. 

Label: You'll want to apply either an Onboarding or Offboarding label to the template, so that is available to use in the Onboarding or Offboarding workflows. 

                      

 

Lists:

With a template selected, select Add List. If you are creating a new list, select New List from the dropdown. If you would like to copy a list from another template, select it's name from the dropdown. 

Lists will contain Tasks. Some good examples for Lists would be 'IT Tasks', 'Office Manager Tasks', 'Calendar Invites', 'Accounts', etc. 

 

Assign All: If all of the tasks in the list are going to be assigned to the same employee, select Assign All and select the employees name from the drop down. You will also see two additional options:

  • List Assignee:This will automatically be assigned to the employee that's going through the Workflow. So if you are onboarding a new employee, this task will be assigned to the new employee. If you are offboarding an employee, it will be assigned to the exiting employee. 
  • List Assignee Manager: This will automatically be assigned to list assignee's manager. 

 

Tasks:

With the List created, you can now add Tasks. 

To add a task, select Add Task. Type in a name, and then hit Enter. 

Notes: Add Notes to your Task if you need to add instructions. Open the Task by selecting it, and select Add Note Here and then type in your note.

Attach: You can also attach documents to a Task. This can be something like an Employee handbook that the new hire has to review. You can also assign the Task to a new hire, and have the new hire attach something to the task to complete it. 

Due Date: You can assign a Task a specific due date. 

  • Due Before: This will be due how ever many days before either the start date or the termination date. 
  • Due After: This will be due how ever many days specified after the start date or the termination date. 
  • Due the Day Of: This will be due the day the employee starts, or the day their employment is terminated.  

Assign: Lastly, make sure to assign your Tasks. Select Assign and a drop down of all current employees will appear. You will also see two additional options:

  • List Assignee:This will automatically be assigned to the employee that's going through the Workflow. So if you are onboarding a new employee, this task will be assigned to the new employee. If you are offboarding an employee, it will be assigned to the exiting employee. 
  • List Assignee Manager: This will automatically be assigned to list assignee's manager. 
   

 

Complete the above flow as many times as needed until your Template is created! 

 

Next Steps: Use your newly created Templates to Onboard an employee. 

 

Have more questions? Submit a request

Comments

Powered by Zendesk