Formal onboarding and offboarding processes make life simpler for everybody at work—particularly IT groups. You can guarantee new staff have entry to the instruments they want on day one—and a clear break on their final day.
But with a protracted guidelines of to-dos, it is simple to make errors, reminiscent of forgetting to chop off former worker entry to essential enterprise knowledge.
Here are a number of methods you should use Zaps—what we name our automated workflows—to automate components of your worker onboarding and offboarding so that you save time and scale back errors.
You'll want a Zapier account to make use of the workflows on this piece. If you do not have an account but, it is free to get began.
Table of contents
Automate your onboarding
There's at all times an ungainly settling-in interval for brand new staff. It takes time to get used to new processes and crew norms, plus all instruments that hold the corporate operating.
Whether you are seeking to automate onboarding processes from the IT aspect or throughout your group, listed here are a number of concepts that will help you create a smoother onboarding expertise:
Create new worker profiles
Your human sources crew possible makes use of a number of platforms to handle job candidates and staff. You can join these instruments in a Zap and mechanically create new worker profiles in your group's HR software program.
To get began with a Zap template—what we name our pre-made workflows—simply click on on the button, and we'll information you thru customizing it. It solely takes a couple of minutes. You can learn extra about organising Zaps right here.
If you need Zapier to create staff nearer to their begin dates, you possibly can add Delay to a Zap. Available on our paid plans, Delay permits you to management the timing of Zap actions. Check out our Delay by Zapier information to learn the way.
Send alerts
Onboarding a brand new colleague is commonly a multi-department expertise. One crew might have to deal with serving to their new coworker get acquainted with their function. Meanwhile, IT must know who they should create new accounts for or what number of laptops they should order.
Streamline communication with a easy Zap that sends an e mail or a crew channel notification each time new staff are about to begin. That manner, everybody is aware of to organize the welcome wagon.
You may also add a filter or path step, obtainable on our paid plans, so as to add branching logic to your Zaps. That manner, you possibly can make sure the related groups are notified.
Grant app entry
Often, staff spend the primary few days of a brand new job making an attempt to get entry to numerous apps and testing logins earlier than they'll even get acquainted with their new function.
You can minimize down a few of this technical admin work by giving new colleagues computerized entry to sure apps on their first day. These Zaps are a superb place to begin.
You can create a multi-step Zap—obtainable on our paid plans—so your workflows can carry out a number of duties without delay. For instance, as a substitute of utilizing separate Zaps to grant entry to numerous apps, you are able to do it multi functional Zap.
Send onboarding data
Every new worker comes with paperwork they should obtain, from employment agreements and advantages data to welcome paperwork and org charts.
Make certain the primary precedence—signing that employment settlement—is taken care of shortly. Try these Zaps, which can ship signature requests to new staff:
You may also set off signature requests from emails as nicely:
Do you ship welcome paperwork to new staff on their first day? You can mechanically create these too. For instance, for those who use Google Doc templates for onboarding materials, Zapier can mechanically create new docs from a template.
If your organization makes use of a studying platform like Lessonly for worker onboarding as a substitute, you possibly can mechanically assign classes for brand new colleagues to finish
Track worker information
You might have to trace worker information outdoors of an HR app. For instance, for those who hold observe of issued laptops or different firm property, you could favor utilizing a spreadsheet or database.
You can skip the handbook knowledge entry or CSV file uploads with these Zaps, which can mechanically add new staff to your spreadsheets:
Welcome staff
First impressions matter for brand new staff. While it may be almost unattainable to fulfill each new colleague, relying on the dimensions of your organization, you possibly can roll out the welcome committee with a bit automation.
Nothing says "warm and inviting" like a pleasant GIF in your first day. You can mechanically ship a enjoyable GIF when a brand new worker joins your crew chat workspace.
If welcome conferences are a part of your organization's worker onboarding expertise, you possibly can mechanically invite new coworkers to a welcome name from a spreadsheet:
Automate your offboarding
There are quite a lot of unfastened ends it is advisable to tie up when an worker leaves the corporate, from revoking app entry to scheduling exit interviews and amassing suggestions. Here's how automation can hold you organized.
Send alerts
Just like in onboarding, a number of groups are concerned in offboarding an worker—and also you sometimes have about two weeks to get it carried out.
Since HR is often the primary crew to know, you possibly can arrange a Zap to assist streamline communication for the groups concerned within the offboarding course of.
For instance, for those who use a type to submit offboarding requests, you may make certain the appropriate groups are notified in an e mail or crew chat message. These Zaps will help you get began:
You may also arrange alerts in case your crew makes use of a ticketing system as a substitute:
Keep observe of offboarding duties
While it could really feel like auto-pilot to offboard an worker, each on occasion you may overlook to finish even essentially the most routine duties.
To be sure to (and everybody else) stays on prime of offboarding duties, you should use Zapier to mechanically ship worker offboarding checklists to the appropriate crew members.
For instance, you may make certain your ticketing course of features a guidelines of IT offboarding duties every time an onboarding-specific request is available in. When configuring your motion—the occasion your Zap performs as soon as it is triggered—simply keep in mind to incorporate a listing of all of the duties it is advisable to accomplish.
Schedule exit interviews and surveys
Exit interviews and surveys are mandatory suggestions channels so your organization can enhance the best way it operates. Once an worker is gone, you lose the possibility to seize that useful suggestions.
If you employ exit surveys, you possibly can mechanically ship these out to departing staff. For instance, for those who use a spreadsheet to trace departures, you possibly can ship the survey hyperlink in an e mail or a direct message in your crew chat:
And as soon as somebody fills out the exit survey, you possibly can accumulate that data in a single spot:
Want to schedule the exit interview as nicely? You can embody that in your type so you possibly can accumulate suggestions and handle scheduling on the similar time. Check out our tutorial on creating Google Calendar occasions from Google Form responses.
How to make use of fewer Zaps to automate your onboarding or offboarding
You can mix most of the concepts above into one (or a number of) Zaps utilizing multi-step Zaps.
Multi-step Zaps will let you add a number of actions—as much as 100—inside a single Zap, supplying you with final multi-tasking powers.
You may even construct in conditional logic inside your Zaps utilizing a path step. For instance, on this Zap, when a brand new worker is added in BambooHR, it can delay till the worker's begin date. Then by Paths, the worker receives an e mail with a selected welcome doc, relying on which division they're becoming a member of.
Multi-step Zaps and Paths are only a few of many built-in Zapier instruments that allow you to create highly effective, automated workflows. Check out our characteristic guides to study extra about these instruments.
These instruments—in addition to a bit planning—go a good distance in making certain that your automated onboarding and offboarding processes can scale along with your group. One of our Zapier product managers has some finest practices for creating highly effective automated workflows that develop with you.
Saying good day (and goodbye) is simple with automation
Onboarding and offboarding staff could be a time-consuming course of that you simply need to get proper from an IT perspective. Automation with Zapier will help you save time, guarantee your coworkers have entry to the instruments they want, and revoke entry after they go away.
