7shifts 101: Employee Onboarding

Updated

Welcome new team members while ensuring legal compliance and company policy adherence. Employee Onboarding is a paperless solution that simplifies the hiring process and sets the new hire experience at your restaurant.

Collect and store tax forms, payment information, and company policies securely. Employee Onboarding eliminates the clutter of paperwork and ensures you have everything in one place. 

test (2).png Quick Look
Web: Team > Onboarding.

Things to Know 

  • Employee Onboarding is only available to customers in the US, except for Accounts located in Puerto Rico.
  • Before using this feature, the account must:
  • Have the country set to United States of America under Company Settings.

  • The physical address under Location settings must be located within the US. This also ensures correct tax document distribution in onboarding forms..

  • For 7shifts Payroll customers, Employee Onboarding is the only way to securely collect banking and tax data that syncs directly with Check Technologies.
  • If you use an external payroll provider, you can still utilize 7shifts to go paperless and organize your new hire experience.
  • Managers and Assistant Managers will only be able to use this feature for the Locations they are assigned to in the account. They will also require the following Manager Permissions: 'Can add employees', 'Can edit employees', 'Can manage employee documents', 'Can send and approve onboarding forms', and 'Can view wages'. 
  • Onboarding can only be set up from the web app. Employees can complete onboarding documents through their mobile devices, but packages can only be created, edited, and sent from the web app. 
  • Unlimited onboarding packages are included on the 7shifts Premium plan only. On any other 7shifts plan, a fee of $2.99 applies for each onboarding package you send.
    • Premium trial: You receive three free onboarding packages during your trial. After you use them, the $2.99 per package fee applies for the rest of your trial.
    • Pro plan: The $2.99 per package fee applies right away. No free onboarding packages are included.
    • To see which features your 7shifts plan includes, go to Company Settings > Billing in 7shifts. Or refer to “How can I see the features included in my 7shifts plan?” 

About Employee Onboarding

With Employee Onboarding, you can:

  • Automate sending new 7shifts Payroll employees: 
    • I-9 and tax forms, including the W-4 and any required state income tax forms.
    • Payment method forms
  • Upload important documents and policies for employee acknowledgement.
  • Track and view employees’ form progress.
  • Review and approve employees’ submissions.
  • Requests edits or changes to the forms if a Manager/Assistant Manager notices a mistake.
  • Upload custom documents to send to employees for acknowledgement.

Enable Employee Onboarding

Ensure your Location addresses are accurate before sending packages so 7shifts can provide the correct state-specific tax forms. Once your settings are confirmed, the next step is to enable the feature and begin customizing your onboarding packages with your specific company policies.

1. Enable Employee Onboarding
  1. Login as the Admin on the web app.
      
  2. In the left navigation bar, select Settings > Add-ons .
      
  3. Select Employee Onboarding from the add-on options.
      
  4. Click on Enable Employee Onboarding.
2. Set Up Location information

⚠️ Make sure that you have completed the following before creating a custom onboarding package:

  • update your Location details under Locations, Departments & Roles. Updating this information will ensure your employees are receiving the correct tax documents and that the correct company details populate the W-4.
  • have your legal/registered business name and Employer Identification Number (EIN). These details will be used to complete the Employer section of the W-4 form.
  1. Login as the Admin.
  2. In the left navigation bar, select Settings > Locations, Departments & Roles.

  3. Locations with missing location information will have a yellow indicator next to their name.

  4. Click on the Location to edit.

  5. Go to the Onboarding tab, and fill in your legal/registered business name and Employer Identification Number (EIN).


  6. Next, fill in the business or organizational address. To use the same address as your restaurant location, check the Same as Location Street Address box:
    • Your location street address must match this format: Street #, Street Name, City, State, ZIP Code.
    • If your address is incomplete, you will see an error, prompting you to update your address in the General Tab.
  7. To use a different address, uncheck the Same as Location Street Address box and type in your complete address.
  8. Click Save and you can now begin customizing your onboarding package!

Related Articles

Customize Package: Payment Method Forms
Customize Package: Documents and Policies
Send an Onboarding Package
Review an Onboarding Package
Request for Onboarding Package Edits
Close an Onboarding Package
Document Storage & Certifications
View Employee Banking Details
Onboarding Notifications
Team Onboarding FAQs

Was this article helpful?
24 out of 38 found this helpful