Onboarding User Guide- Staff User

OVERVIEW

This purpose of this document is to provide guidance on using your new Onboarding Site.

The Staff user will have access to all items/divisions assigned to them.

Clicking on the My Account icon reveals 3 options:

  • Sign Out: Signs out of Onboarding

  • Account Home Page: Takes you to the main page so you can choose which division/location to enter if you have access to more than one

  • Edit Account: Allows you to update your email, password, and notification preferences

 

EMPLOYEE VIEW

Once you create the employee account, the employee will receive an activation email. By clicking on the link in the email, they will be taken to the Onboarding site. Here is where they will update their password and answer a few security questions to finish setting up their account. 

Once the employee has finished setting up their account, they will see a disclaimer regarding acceptance of the fact that they are completing their new hire paperwork electronically and a landing page welcoming the employee and providing further instructions.

The employee will then see a list of Available forms. They just need to click “Fill out my Forms”.

The system will then take the employee through a series of questions. Once the employee answers these questions, the system will populate each form accordingly based on their responses. 

Once the employee is finished with the question and answer portion, they will be prompted to review and electronically sign their completed documents. The employee will be required to physically view the forms prior to signing them by clicking on the PDF icon. This will bring up the completed form in a new internet tab. Once they have reviewed it, they can close that tab. On the original tab, they can then electronically sign.

Once all forms have been signed and submitted the employee will be taken to their employee dashboard. This area is where they can view their own information, print their submitted forms, upload a voided check image, and also view information about the company. 

When the onboarding is complete, the HR Staff user will receive a completion email and login to manage/approve the employee documents.  

 

STAFF USER VIEW

The first step in the process is for you to log in to the website (https://onboarding.certipay.com), choose the division you need to manage from the drop down (only applicable if you are assigned more than one), and click Enter. 

You are now on your division (location) dashboard.

At the top right side, you can use the Tool Bar to access different areas:

  • Messages: Review messages

  • Staff: Add a group of employees, add a single employee, view current employees

  • Forms: View forms in your division/location that have not been assigned to anyone

  • Search: Allows you to search for a specific employee by a partial first or last name

  • Help: View the frequently asked questions list

  • Account: Go to your home page, edit your account, or sign out of Onboarding

You can view any ‘assigned’ or ‘unassigned’ forms, view statistics on the division as a whole, and run existing report templates under each section.

The most used area will be the EMPLOYEES SECTION.

In the Employees section you can view a current employee’s file, manage E-verify cases, add a new employee, add a group of employees via CSV file upload, add or edit a HR user. 

Under CURRENT EMPLOYEES you will see a listing of all employees and their current onboarding status. There is a status slider bar here that will allow you to choose to view a specific level of completion. From this screen is where you will have the ability to re-generate a password for the employee as well as edit or deactivate their account. 

 

CREATE A NEW EMPLOYEE’S ACCOUNT  

The first step in the process is for the HR personnel to log in to the website (certipay.onboarding.com) and create a new employee’s account. 

Log in > Click ENTER under HR Staff > Select Division > Employees > Add New Employee > Populate Information Fields > Select Forms to assign > Click Onboard

***This is only applicable for employees who did not feed into Onboarding from Applicant Tracking***

You will also see a Company Code field. This is pre-populated and should never be edited or removed.

 

MANAGING EMPLOYEE FORMS

Once you select an employee (click on their name) you will be taken to their employee folder. 

Once on the employee’s file, you can then manage their documents, edit their account, update their password, and deactivate their account. 

The employee’s file will display an onboarding completion status as well as several options to manage the employee’s information. The Employee Status section will show you where in the process the employee is and how many forms they’ve submitted in addition to how many of those have been approved by an HR user. You also have the ability to email the employee, update their forms, upload a file to their folder (ID documentation and/or voided check image), access the employee account, as well as deactivate their account by using the “Select an Action to Take” dropdown under the Employee Information section.

On this dashboard, under the Employee Forms section, the employee form listing will display. Here you can see each form and its current status. 

When a document is ‘managed’, you will be given the option to view, print, or save the actual document by clicking on the PDF icon that says View Form, Change the Status to Pending, Approved, or Rejected, Complete the Employer portion of the forms (if applicable), Add a note (to be seen by the HR users or Employee), Archive/Un-archive the form, Shred the document, View History of managed document, or Assign the form to another HR Staff User to approve.

TO APPROVE:

For Documents that need additional company information or to be completed by the employer, (for example I-9 or Employee Payroll Information) You will scroll to find the applicable form, click manage, view the form, and select approved from the change status drop down after viewing the form. Then the fillable questions will display in a pop-up window providing the fields for the employer to complete. These are the fields that can be pre-populated, as mentioned above. Save > Close pop-up

Below the forms section, you will see the PRINT drop-down. This will export the forms for you. From there you can either save the forms to your computer/network or print them if you wish. This will save or print as a bulk file, but if you close here and manage the form individually, you have the option to save or print separately as well. 

 

EVERIFY

Once an employee’s I9 is approved, you will be prompted to begin the eVerify process. Click on the blue “E-Verify This Employee” button. Click on “Begin E-Verify Process” button and follow the prompts. 

You can follow the progress & view the case status under Division > Employees section > Manage eVerify Cases OR on the employee’s folder under the Additional Features section.

If, for any reason, you are unable to complete the eVerify process immediately after approving the I9, you can always come back or begin the process at a later time; either on the I9 form or under the Additional Features area.

 

COMPLETION

After onboarding is 100% complete on the employee and employer side, the Integration will automatically send the employee demographics information to the CertiPay HR Applicant tracking area. This happens every half hour, on the half hour. Example: Employee hits 100% at 10:15am. This employee will be sent to CertiPay at 10:30am. 

 

ADDITIONAL FEATURES

CertiPay Integration icon: The CertiPay icon will let you know once the employee has been sent to CertiPay. This will happen automatically with no trigger from you other than the employee being at a 100% onboarded level. Once this happens, you will see a message next to the icon letting you know that the EE transferred into payroll on such and such date. If “transfer to payroll is pending” message is shown, simply refresh your browser and the date should appear.

                 

HIRING AN EMPLOYEE FROM ONBOARDING

  • Log in to CertiPay

  • Choose Control

  • Click on Human Resources Tab

  • Click Applicant Tracking button

  • Click “View All Applicants”

  • Choose Employee

  • Click Hire

  • Populate any other needed fields in the wizard

  • Click Finish

  • Go to Employee Profile

Add any additional items needed (additional earnings/deductions, etc.)

 

FREQUENTLY ASKED QUESTIONS

How to resend account activation email? 

  • Navigate to EE’s folder > Click the “Select an action to take” dropdown > Edit > More Options > Resend Activation Email

I entered the EE email incorrectly, how do I fix this?

  • Go to the employee’s folder > Click the “Select an action to take” dropdown > Edit > enter new email > click Update.

  • Then, under the password field, click “More Options” > Resend activation email.

  • Make sure to update the email address FIRST, and once done, then resend the activation email.

How to create a new admin/staff user? 

  • Company Home Page > Create New Admin/HR Staff > Populate Fields > Assign Division > Create!

Employee doesn’t need to fill out this form, how do I unassign it?

  • Navigate to EE’s folder > Click the “Select an action to take” dropdown > Edit > Uncheck applicable box under Forms section > Click Update

  • If this makes the employee 100%, make sure to refresh the page in order to force the push to CertiPay

Is onboarding available in Spanish?

  • Yes, the EE can choose their language at the bottom of the website page. They will fill out in Spanish, and the forms will be returned to you in English.