Namely Toolkit: Onboarding a New Employee

This Toolkit contains all of the information you need to optimize employee onboarding in Namely, and will answer any questions you have from setting up templates and kicking off sessions - to troubleshooting common errors. Learn how to leverage E-Verify, Tax Unification, Task Lists, eSignature and more to streamline your processes and provide a seamless experience for all of your new hires!

Streamline your people operations in a single system of record and set up new hires for success before they even walk in the door.

Refer to this video: Onboarding a New Employee

GETTING STARTED:

Before you onboard a new employee, you'll want to make sure your system is configured properly to support a seamless Onboarding experience. These articles will help you and your team set up your E-Verify and Adobe eSignature integrations, and will also advise you on adding important documents to your library for use in your Onboarding Templates. 

Getting Started: Configuration

  1. How to Set Up the Adobe/Namely eSignature Integration - This article provides instructions for setting up the initial Adobe/Namely integration to manage eSignature documents. 

  1. How to Edit Adobe’s I-9, W-4 or W-9  - Once your integration is set up, you'll note that Namely provides a number of important documents in your library that can be added to your Onboarding templates. This article explains how to edit pre-built documents in Adobe.

  1. How to Create Templates in Adobe  - Odds are - you'll have some additional company documents you might want to add to your Onboarding template. This article explains how to add additional documents to your Adobe Library. 

  1. Enroll in E-Verify - Verifying employee eligibility is a critical step in the Onboarding process. This guide explains the steps you'll want to follow to set up our E-Verify integration, which allows you to submit cases to immediately confirm your candidate's work eligibility. 

  1. Roles and Permissions for Onboarding and E-Verify - This article explains the roles and permissions and field group bundles your team needs to use the Onboarding and E-Verify integrations, and to kick off new hire check lists.

Getting Started: Frequently Asked Questions 

How do I add a document to an onboarding template?

Where can I find I-9s in Namely?

Getting Started: Onboarding Templates and Tasks

Now that your integrations have been set up and your team has access to the tools at hand, you'll want to create your Onboarding template and a New Hire Checklist.

Onboarding Templates

  1. Onboarding Templates - This article explains how to create, delete or duplicate Onboarding templates. 

  1. Tax Withholding Unification - Our Tax Withholding Unification feature will streamline your data entry processes. Tax withholding information submitted via eSignature - via Onboarding or otherwise will now automatically populate in Namely Payroll. Read this article to learn how you can optimize your Onboarding templates using the proper withholding forms. 

  1. Namely Recommended: Onboarding Template  - We've assembled a best practice guide that provides some guidance on recommended profile fields, company documents and templated e-mails that you may want to include in your Onboarding template.

  1. Configuring Profile Fields - This article explains how to set up employee profile fields if you need to add a custom field to your Onboarding template.

Task Lists

  1. Create and Assign Task Lists - This article explains how to create and assign a task list in Namely - which can be used to follow your New Hire Checklist. 

  1. Namely Recommended: New Hire Checklist - Speaking of New Hire checklists - we've got a sample checklist you can use and manage using our How do I create a Task List? feature.

  1. Namely Recommended: California New Hire Checklist -  Got a new hire in California? No problem! We've put together a recommended checklist you can use to help you share required information with your new employee.

Onboarding Templates & Task Lists: Frequently Asked Questions

What is the subsidiary field in onboarding,and why is it required?

How do I enable notifications for task lists?

How do I update my handbook in Adobe?

How can I edit an existing Onboarding template?

ONBAORDING A NEW EMPLOYEE:

Once your Onboarding Templates and New Hire Checklists are set up - it's time to onboard an employee! These articles cover the steps your team should take to kick off an onboarding session, verify an employee's work eligibility, and what your new hires can expect when they're being onboarded through Namely.  

Onboarding

  1. Kicking off an Onboarding Session  - Today's the day - you've got a new hire! Follow the steps in this article to kick off an Onboarding session.

  1. Completing an Onboarding Session - This article explains the steps new hires will need to follow to complete their Onboarding session.

  1. Rehires in Namely (using the Rehire Form) - If you're rehiring an employee, you'll want to follow the steps outlined in this article. 

Note: Need to send paper copies of documents to your new hire, but still want to store them in Namely? Refer to Document Management for instructions on how to upload documents to profile fields. 

If you're not using eSignature to send documents - the above article also explains how to upload documents to Company Resources - which can be downloaded by your employees.

 E-Verify

  1. Creating a Case in E-Verify - You'll want to verify the employee's work eligibility as part of your Onboarding process. This article explains how to submit a case to quickly confirm their eligibility.

eSignature

  1. Managing eSignature Documents - This article explains how to send, cancel, and hide eSignature Documents. 

Tax

  1. Employment Tax Registration Overview - If you're onboarding an employee in a state new to your company, you'll need to register for new Tax IDs. This article provides an overview of the process and your responsibilities around tax collection and remittance.

  1. Adding and Editing Company Tax Codes and Rates in Namely Payroll - This article details the steps you'll want to take to enter a new tax in Namely Payroll, and explains what to do while you're waiting for a new Tax ID. 

Onboarding a New Employee: Frequently Asked Questions 

How can I send an email reminding a new hire to complete their onboarding session?

How can I assign another admin the ability to sign onboarding documents?

How can I choose which admin signs Onboarding documents?

Can Task Lists be added to onboarding sessions?

How can I send an I-9 to my new hire prior to their start date?

How can I resend a document for signature?

How do I delete a document from Adobe eSignature?

 

TROUBLESHOOTING:

If something goes wrong - no sweat! We've got you covered. Here are some solutions to issues we've seen. 

Why am I receiving an error message that reads "Error:Unsignable" during onboarding?

I have an Onboarding session stuck in pending status - how can I complete the session?

How do I change my Adobe Acrobat Sign password?

 

ADDITIONAL RESOURCES:

Comply Database

The following content is available in our Comply Database and Advice & Action platform. For more details, read: Namely Comply Database and Comply Advice & Action.

  1. Onboarding Tips to Start the Employee Relationship Right - We believe in designing human resources programs that put the employee experience front-and-center to attract, engage, and retain the right people to move your business forward. Join us as we describe a process that re-engineers traditional new  hire orientations.

  2. Onboarding Resources - A collection of resources to implement into your Onboarding process, including a new-hire toolkit, an onboarding checklist and helpful tips for supervisors who have new employees.

Product Release Notes

  1. Tax Withholding Unification - Released 11/13/2019 - This update automatically populates tax withholding information submitted via an eSignature template - either via Onboarding or at a later date - on an employee's profile.  

  1. Webinar Recording: Tax Withholding Unification - Learn how Tax Withholding Unification increases efficiency for payroll administrators while reducing duplicate entry and the risk of errors.

Namely Blog

  1. Why Onboarding is the Most Important Part of the Hiring Process - From simplifying the application process to making interviews as comfortable as possible, HR professionals spend endless hours trying to perfect the candidate experience. But what happens after new hires sign their offer letters? Ironically, most companies put all of their effort into recruitment and forget to invest in the most important step of the hiring process: onboarding.   

  1. New Employee Onboarding: Your Checklist - From the Form I-9 and beyond, we've compiled the forms you need for new hire onboarding. Use this employee onboarding checklist to guide you through all of the new hire paperwork you need to get your new employees up to speed.

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