Overview
Onboarding Flows in Firstwork provide a structured process for bringing new hires into your organization. They ensure every employee completes required tasks — from document submission and policy acknowledgment to training courses and system setup.How Onboarding Works
- Contract creation triggers onboarding — When a candidate completes the hiring process and a contract is created, they’re enrolled in an onboarding flow.
- Tasks are assigned — The system assigns forms, documents, and training based on the onboarding flow configuration.
- Progress is tracked — Managers and admins can monitor completion status across all onboarding items.
- Automations fire — Email reminders, Slack notifications, and other actions trigger based on progress.
Onboarding Flow Components
Forms
Onboarding flows include forms for collecting:- Personal information (emergency contacts, banking details)
- Tax documents (W-4, I-9, etc.)
- Policy acknowledgments
- Equipment preferences
- System access requests
Document Requirements
Define which documents new hires must submit:- Government-issued ID
- Work authorization documents
- Professional certifications
- Signed offer letter / employment agreement
- Verified manually by HR
- Processed automatically with OCR
- Validated against compliance rules
Training Courses
Enroll new hires in required training through the LMS:- Company orientation
- Safety training
- Compliance courses
- Role-specific training
Check-In Forms
Set up recurring check-in forms for:- 30/60/90 day reviews
- Manager feedback
- Employee satisfaction surveys
Onboarding Automations
Automations streamline the onboarding process:| Trigger | Action | Example |
|---|---|---|
| Onboarding started | Send email | Welcome email with next steps |
| Form completed | Check compliance | Verify document authenticity |
| Document uploaded | Run OCR | Extract data from ID documents |
| All tasks complete | Update contract | Mark onboarding as complete |
| Task overdue | Send reminder | Email/SMS reminder to complete form |
| 30 days elapsed | Assign check-in | Create 30-day review form |
Monitoring Onboarding
Dashboard Widgets
Track onboarding metrics with built-in dashboard widgets:- Number of employees currently onboarding
- Average time to complete onboarding
- Incomplete tasks by category
- Overdue items requiring attention
Compliance Monitoring
Real-time compliance status across all onboarding employees:- Document verification status
- Background check results
- Training completion rates
- Required form submission status
Multi-Entity Onboarding
For organizations with multiple Legal Entities, onboarding flows can be customized per entity:- Different document requirements by jurisdiction
- Entity-specific training courses
- Localized forms and templates
- Region-specific compliance rules