Employee Onboarding for Admins & Managers

Employee Onboarding is a paperless solution to help you securely collect and store tax forms, and send important company documents to new hires. You can prepare for your employee’s first day in the same app where you manage your schedule, allowing you to stay organized and eliminate paperwork.

This article will cover the steps Admins and Managers will need to take on their web app to send and approve onboarding packages to new hires.

With Employee Onboarding, you can:

  • Send new employees the I-9 and tax forms, including the W-4 and any required state income tax forms.
  • Send new employees Direct Deposit 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.
⚠️ Prerequisites
⚠️ This feature is only available to customers in the US🇺🇸

⚠️ This feature is only available on the Entrée plan and above.

⚠️ Before using this feature, the account must:

  • Have the country set to ‘United States of America’ under Company Settings.
  • Have an address, under your Location Settings, that is within the US.
⚠️ Admins will have full access to this feature, however, 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
  • Can view wages

Enabling Employee Onboarding

  1. Login as the Admin.

  2. In the top navigation bar, hover over the 7shifts logo and go to 'Add-ons' :


  3. Select 'Employee Onboarding' from the add-on options:
    Untitled_design__25_.png

  4. Click on 'Enable Employee Onboarding'.

Uploading your Location information

⚠️ Before you build your custom Onboarding Package, make sure that you:

  • 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.

⚠️ Only Admins have permission to update the following settings. If you are a Manager or Assistant manager at your restaurant location, ask your Admin to update the location settings.

 

  1. Login as the Admin.

  2. In the top navigation bar, hover over 'My Account' and go to 'Locations/Departments/Roles' > select the 'Locations' tab:

    East_Side.png

  3. Click on the Location to edit. Locations with missing location information will have an Incomplete tag next to their name.

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

    Untitled_design__22_.png

  5. 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:

    Screen_Shot_2022-11-07_at_3.25.50_PM.png 
    1. Your location street address must match this format: Street #, Street Name, City, State, ZIP Code.
    2. If your address is incomplete, you will see an error, prompting you to update your address in the General Tab.
  6. To use a different address, uncheck the “Same as Location Street Address” box and type in your complete address.
  7. Click Save and you can now begin customizing your onboarding package!

Uploading custom documents/policies to your onboarding package

Customize your onboarding package by uploading a document for your employees to acknowledge.

  1. First, go to More > Employees and click Onboarding

    Screen_Shot_2022-11-23_at_9.38.42_AM.png


  2. Go to the Onboarding package tab.

  3. The following Documents are listed by default. You have the option to enable or disable them using the Screen_Shot_2022-11-21_at_4.44.38_PM.png toggles:

    Screen_Shot_2022-11-21_at_9.17.29_AM.png
  4. To add a custom document/policy, click the  adddoc.png button.
  5. Next, pick a unique name for your document and upload the respective file you're looking to include in your onboarding package:

    ⚠️ Please Note

    Newly uploaded documents will be included and sent to the next employee you add to 7shifts. They are not sent to employees who have already received onboarding packages.

    • The supported file types are: PDF, JPEG, and PNG
    • The maximum size for each file is 500MB

  6. Click Save and your document will now be included in future onboarding packages:

    addedop.png

  7. You can simply turn the 'Include in package' toggle OFF, to stop sending a document out with your onboarding package

The Employee will need to download the file and acknowledge it by checking a box to declare that they have reviewed the document, understand it, and accept its terms.

employee_acknowledgement.png


Adding new employees and sending their forms

Just before you add a new user to your 7shifts account, you can send an employee their onboarding package. This package will include the applicable tax forms for your region, based on the address in the location settings of your account.

  1. First, go to More > Employees and click on the green 'Add Employee' button to create a new user profile.

     
  2. Next, a window will pop up where you can provide the Employee's details. Please ensure that you have entered the Employee's email correctly.

    Key information for Employee Profiles

    • First and Last Name
    • Email Address (all staff will require a valid email address to log into 7shifts)
    • Mobile Number (for SMS and Push notifications)
    • Their assigned Locations, Departments, and Roles
  3. Before you click on ‘Add employee’, ensure that you select the following options:

    • Invite employee to 7shifts - This will send them an email invite to access the account.
    • Send onboarding package - This is essential for sending them their appropriate tax forms.

    Screen_Shot_2022-04-26_at_3.41.49_PM.png

  4. After you click on 'Add employee', your employee will immediately be added to your account. The employees will also receive an email prompting them to sign in to their new 7shifts account and begin filling out their applicable forms.


    Screen_Shot_2022-04-28_at_11.57.02_AM.png

     

  5. After your employee has completed one or more of the forms within their onboarding package, you will receive an email notification.

    Screen_Shot_2022-04-28_at_2.32.36_PM.png

     


Sending new employees their forms directly from the Onboarding page

If you forgot to send an onboarding package while adding a new employee, or have Employee Sync enabled, you can send an onboarding package directly from the Onboarding page.

  1. First, go to More > Employees and click Onboarding

  2. Under the In-progress tab, click the green 'Send new package' button
    Screen_Shot_2022-11-04_at_4.04.03_PM.png

  3. Next, select the Location where your new employee is working. Then select the employee you want to send the onboarding package to:
    sendnewpackage.png

    ⚠️ Please Note

    • You can only select locations that have a U.S. address
    • Only employees who haven't been onboarded can be selected
  4. After you click on 'Send new package', your employee will receive an email prompting them to sign into their new 7shifts account and begin filling out their applicable forms.

  5. After your employee has completed one or more of the forms within their onboarding package, you will receive an email notification.

Employee Onboarding Notifications

It's essential that employees complete their onboarding package to be fully integrated into the team. During a new hire's first few days, a mobile notification will be sent to their mobile device reminding them to fill out their onboarding documents.

⚠️ Push Notifications must be enabled on the employee's personal mobile device, in order for them to receive the notification:

Untitled_design__4_.gif

⚠️ The notification is sent out one time, and cannot be disabled or manually sent.

The mobile notification is sent 24 hours after the Employee has met the following criteria: (1) created their account, (2) logged in, but (3) did not start their onboarding package.

Screen_Shot_2022-12-02_at_3.50.30_PM.png

Once the first form is completed by the Employee (this does not include Direct Deposit forms), the Employee will receive an e-mail notification that will let them know the form has successfully been submitted, and how to find it within their Account:

Screen_Shot_2022-12-02_at_3.54.20_PM.png

Kindly note, that if the first submitted form requires approval (i.e. tax forms), the e-mail notification will only be sent once a Manager/Admin has reviewed and approved the form.


Reviewing employee onboarding form packages

After an employee has completed the forms within their Onboarding Package, an email alert will be automatically sent to the Admin and Managers of that Location. However, you can go to the Onboarding dashboard at any time to review and approve these forms in 7shifts. Here, you can also track which forms still need to be completed by employees.

      1. To go to the Onboarding dashboard, head to More > Employees.

        Screen_Shot_2022-05-26_at_2.55.22_PM_copy.png

         

      2. Then, click on the ‘Onboarding’ tab, where you’ll be able to see the progress of any Onboarding packages.

        Screen_Shot_2022-04-29_at_11.55.19_AM_copy_2.png

      3. While viewing this Dashboard, you can sort the list of employees by name, see the progress for each employee’s package, and click on ‘Review’ to approve their documents.

        Screen_Shot_2022-04-29_at_9.12.43_AM_copy.png

         

      4. After you click on review, you’ll be taken to a list of all the documents that employee has in progress and their statuses.

        Status meanings

        Status Description
        Incomplete Employee has not submitted the form
        Needs manager review Employee has submitted the form and it is ready for manager approval and/or requires the employer to complete a section
        Completed Form has been approved by a manager. If it is a tax form, the PDF has been made and saved to the employee under Profile > Documents

        You will only be able to click on tax forms when they have the "Needs Manager review” status. Company documents are not clickable:

        employee_document_list.png

      5. For some documents, you may need to simply scroll down and approve the information. 

        section_2.png

        ⚠️ If you are required to fill out a portion of the form, be sure not to close or navigate away from the page or your progress may be lost.

        ⚠️ If you notice any errors that the employee needs to correct, see the steps here to request changes.
      6. When you’re finished, click on ‘Approve’ at the bottom of the page. The approved document can be found within the 'Documents' tab of the employee’s profile. You’ll be able to open, view and print the final forms with all the provided information. section_2__1_.png
      7. To view a record of documents an employee has acknowledged, go to the employee’s profile > Acknowledgements:

        profile_acknowledgements.png

        Once all of your employees’ forms have been approved, the onboarding package will automatically close and be removed from the “in progress” tab.

        All approved documents can be found
        within the 'Documents' tab of the employee’s profile, where you can open, view, and print the forms. To print the documents, right click on the page > select Print > Save as PDF.

        Screen_Shot_2022-04-29_at_3.05.04_PM_copy.png

        All custom documents/policies can be found within the 'Acknowledgements' tab of the employee’s profile, where you can open, view, and print the forms.To print the documents, right click on the page > select Print > Save as PDF.

        ackn.png

 

Congratulations, you have successfully onboarded your employee!

Direct Deposit Forms

⚠️ Assistant Managers/Managers must have permission "Can view wages" to view Direct Deposit Forms

To review an Employee's Direct Deposit information, you can navigate to the 'More' tab, select 'Employees' and:

  • from the 'Onboarding' tab: select an Employee to expand their Onboarding Package, and click on 'Direct Deposit Form' to view it
  • or, from within an Employee's profile: select 'Wages and payment', and click on 'Show banking details' to view it:

    wagesandpaymentsdd.png


Requesting edits

If you find any errors in a form that the employee must correct, you can request them to make the required changes. 

  1. While viewing the document, scroll to the bottom of the page and click on 'Request changes.' 

    requesteedits.png

  2. A comments box will appear where you can provide the employee details for what changes are needed. Then, click on 'Send request.'
    Screen_Shot_2022-05-05_at_4.15.47_PM.png
  3. After you send the request, the employee will immediately receive an email notification with the document name and comments you provided. You'll also receive an email notification after they resubmit the document:

    Screen_Shot_2022-05-05_at_4.17.44_PM.png


Closing an onboarding package

At any time, you can choose to close an employee’s incomplete onboarding package. Closing a package will remove it from the “In progress” tab and any incomplete documents will not be saved. Completed documents can be found in the employee’s profile under the “Documents” tab.

  1. To go to the Onboarding dashboard, head to More > Employees.

  2. Then, click on the ‘Onboarding’ tab where you’ll be able to see the progress of any Onboarding packages:
    close1.png

  3. Click on ‘Review’ of the package you want to close.
    close2.png
  4. At the top right, click 'Close package':
    clsoe3.png

  5. A warning will appear, reminding you that any incomplete documents will be deleted.

    Please note: It is not possible to re-open a package once it’s closed. 

    close44.png

  6. Click 'Close Package' to close your Onboarding Package!

FAQ

Q: Once an Onboarding Package is closed, can I resend it?

A: No, once an Onboarding Package has been closed it isn't possible to re-open or resend it. In order to resend a package, will have to create a new user profile for the Employee, and send them a new Onboarding package to fill out.

Kindly note, that 7shifts does not allow for duplicate profiles (i.e. first name, last name, email).

Q: I have sent an Onboarding Package to an Employee, however, their e-mail was entered incorrectly upon setup.

A: In this scenario, please correct the Employee's email within their profile. Once it is in good standing, the Employee can login and the Onboarding Package will be waiting for them to fill out.

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