Getting Started: 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.

For new employees, you may find it helpful to send them this handy article that will walk them through the Onboarding process.

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 a Payment method form.
  • 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, except for Accounts located in Puerto Rico.

⚠️ Access to this feature may require an upgrade from your current plan.

⚠️ 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.

Setup Steps for Admins

Before you and your management team can begin sending Onboarding Packages, you'll need to complete the following setup steps:

1. Enabling Employee Onboarding
  1. Login as the Admin.

  2. In the left navigation bar, select Settings >  Add-ons :

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

  4. Click on Enable Employee Onboarding.
2. 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.
  1. Login as the Admin.

  2. In the left navigation bar, select Settings > Locations/Departments/Roles > select the Locations tab:

  3. Click on the Location to edit.
    Locations with missing location information will have a yellow indicator next to their name.

    Screenshot_2023-04-07_at_1.59.24_PM.png

  4. Go to the Onboarding tab, and fill in your legal/registered business name and Employer Identification Number (EIN).
    Screenshot_2023-04-07_at_1.59.48_PM.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!
3. Onboarding Notifications
Admins can manage the type of Onboarding notifications they get by heading to Settings > My Account > Notifications:

new_admin_notifications.png


Payment Method form

⚠️ Managers/Assistant Managers must have permissions: Can edit employees, Can manage employee documents, Can manage and pay for Employee Onboarding.

  1. Login as the Admin or Manager/Assistant Manager with permissions.

  2. In the left navigation bar, select Team > Employees > Onboarding:


  3. Go to the Onboarding package tab.

  4. Click on the pencil icon Screen_Shot_2022-10-28_at_9.54.21_PM.png next to Payment method:



  5.  Choose the payment method(s) that are available for your Employees:

    Screenshot_2023-03-16_at_4.34.54_PM.png

  6.  Click Save.

  7. Once redirected to the Onboarding page, enable Payment method using the Screen_Shot_2022-11-21_at_4.44.38_PM.png toggle

The document has now been added to your Onboarding package! When you're ready to review their preferred payment method, navigate to Team >select Employees and:

  • from the Onboarding tab: select an Employee to expand their Onboarding Package, and click on Payment method to view it.
  • or, from within an Employee's profile: select 'Wages and payment'.

For new employees, you may find it helpful to send them this handy article that will walk them through completing the Payment Method form.


Uploading/removing custom documents/policies to your onboarding package

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

  1. In the left navigation bar, select Team > Employees > Onboarding:


  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:

    Screenshot_2023-03-28_at_10.13.24_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:
    uploadop.png

    ⚠️ 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
    • Encountering upload issues? Check out this article here.
  6. Click Save, and your document will now be included in future onboarding packages:

    Screenshot_2023-03-28_at_10.14.55_AM.png

    On the Employee's side of things, they'll need to download the file, acknowledge it and add an e-signature (to declare that they have reviewed the document, understand it, and accept its terms). For example:

    esig.png

  7. To stop sending a document out with your onboarding package, tap on Include in package to toggle it off.

  8. To preview a document, click on the More options icon  Screen_Shot_2022-12-01_at_5.26.25_PM.png  > select View.

  9. To delete a document, click on the More options icon  Screen_Shot_2022-12-01_at_5.26.25_PM.png  > select Delete:

    ⚠️ Please note that once a document has been deleted, it cannot be undone. Any packages that have been previously sent to an Employee, will be saved on file.


    mceclip2.png

Was this article helpful?
8 out of 18 found this helpful