CareerPlug's Onboarding and Team Management solution simplifies the access, management, and completion of forms, tasks, and training for new hires. Save valuable time by accelerating the onboarding and orientation process and empowering new team members to quickly acclimate to their new roles and understand your processes.
Watch this 1-minute video demo of Onboarding and Team Management, or follow along below.
In this article:
- What is Onboarding and Team Management?
- What are the benefits?
- What features do I get access to?
- How do I create an onboard plan?
- How do I edit existing onboard plans and tasks?
- How do I onboard a new hire?
- How do I manage a new hire's tasks and forms?
- Frequently asked questions
What is Onboarding and Team Management?
Onboarding and Team Management provides a centralized platform for accessing, tracking, and managing onboarding and employee documents.
Onboarding and Team Management allows you to:
- Automatically send proper documents to new employees once their onboarding has started
- Pre-fill information on specific documents
- Easily review, suggest changes, and approve documents
- Access and manage documents digitally at any time
Your applicants will be able to access required documents from any device, start filling out documents and save their progress (if necessary), and take advantage of any pre-filled fields on documents. Once completed, your new hire's onboarding documents will automatically be sent to the assigned hiring manager.
What are the benefits?
- Save time on administrative tasks
- Say goodbye to manual handling of paper documents and administrative burdens.
- Deliver an exceptional new hire experience
- Impress new hires with a streamlined onboarding and orientation process.
- Increase organizational efficiency and scale your business effortlessly
- Get a centralized platform for tracking, managing, monitoring, and accessing onboarding and employee documents.
- Enhance data security and confidentiality
- Robust industry-standard encryption protects the confidentiality and integrity of employee information.
What features do I get access to?
Onboarding and Team Management is exclusively for CareerPlug Premium plan subscribers and includes the following features:
- Federal employment eligibility forms (I9)
- Federal tax forms (W4)
- Contractor employment forms (W9)
- State tax forms
- Automatic notifications
- Custom to-dos
- Custom surveys
- Custom PDF forms
- Document repository for each employee
Learn more about the benefits of the CareerPlug Premium plan and how to upgrade.
How do I create an onboard plan?
With Onboarding and Team Management, you'll gain access to the new Onboard Center tab on your Team page, where you can launch onboarding for applicants you've marked as hired, as well as create, edit, and view your existing onboard plans.
1. When you're ready to make a new onboard plan, click the Create Onboard Plan button.
2. Enter a name for your new onboard plan in the field at the top of the page.
3. Add a task type template to your onboard plan by clicking the associated tile:
- To do - A simple task for employees or managers to complete
- Web forms - Web-based questionnaires or surveys that allow you to get info from your team
- eDocs - Custom PDFs with dynamic fields
- Add from library - Existing task templates you've created for other onboard plans
All of the tasks you create will appear under the task type tiles. Click the pencil icon to edit a task or click the garbage can icon to delete it.
To do
To dos are simple tasks that are assigned during the onboard process. You can provide basic details and assign it to various employees within your team.
1. Enter a Task Name.
2. Enter Task Instructions and format them using the editing toolbar.
3. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set to required by default.
4. Turn on the Add task to library toggle to add this task to the Task Library for future use in other onboard plans.
5. Select an Assignee for the task — the person responsible for completing the task.
- Employee - Your new hire
- Manager - Your new hire's manager
- Collaborator - Another employee on your team who assists in the onboarding process, such as account, HR, or operations (select the specific user from the drop-down menu)
6. Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.
7. Set the # of days before the task is unlocked after the employee's start date.
8. When you're done setting up your To Do task, click the Done button.
Web forms
Create web-based questionnaires or surveys that allow you to get info from your team.
Got some questions to ask your team? Add them to the right to create your survey form. Feel free to include as many questions as you want, just keep in mind not to go overboard. You can throw in different types of questions like single line, multi-line, multiple choice, and yes/no.
1. Enter a Task Name.
2. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set to required by default.
3. Turn on the Add task to library toggle to add this task to the Task Library for future use in other onboard plans.
4. Select an Assignee for the task — the person responsible for completing the task.
- Employee - Your new hire
- Manager - Your new hire's manager
- Collaborator - Another employee on your team who assists in the onboarding process, such as account, HR, or operations (select the specific user from the drop-down menu)
5. Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.
6. Set the # of days before the task is unlocked after the employee's start date.
7. Click the Next button.
8. Click the Add Content button.
9. Add notes or questions to your web form by clicking the associated tile:
- Help Text - Notes, instructions, or details that are important to completing the form
- Yes/No - Simple yes or no questions. You cannot edit the responses to these questions
- Multi Line - A question with an open-ended response
- Selection - A multiple-choice question with response options that you edit yourself
Note: Once you've added all of your notes and questions to the form, you can rearrange the order using the arrow icon on the left of the note/question to drag it up or down. Click the pencil icon to edit a task or click the garbage can icon to delete it.
10. When you're done adding content to the form, click the Done button.
Enter your Note Content in the Configuring Note pop-up, using the editing toolbar to format. When you're done, click the Save button.
Note: Help Text is a great way to add links or attachments to a web form.
Enter your question in the Configuring Question pop-up. If you want to make the question optional, turn off the Required toggle. When you're done, click the Save button.
Enter your question in the Configuring Question pop-up. If you want to make the question optional, turn off the Required toggle. When you're done, click the Save button.
Enter your question and Response Options in the Configuring Question pop-up. To add more fields for responses, click the Add Response Option button. If you want to make the question optional, turn off the Required toggle. When you're done, click the Save button.
eDocs
Upload & digitize your PDF forms so they can be completed by an employee or an employee & their manager.
1. Enter a Task Name.
2. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set to required by default.
3. Turn on the Add task to library toggle to add this task to the Task Library for future use in other onboard plans.
4. Select an Assignee for the task — the person responsible for completing the task.
- Employee - Your new hire
- Manager - Your new hire's manager
- Collaborator - Another employee on your team who assists in the onboarding process, such as account, HR, or operations (select the specific user from the drop-down menu)
5. Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.
6. Set the # of days before the task is unlocked after the employee's start date.
7. Click the Next button.
8. Click the Select File button and choose a PDF from your computer to upload. You can also drag and drop a PDF directly from a folder or your desktop into the gray area.
9. Drag the Form Fields you want to use onto the document and configure the Field Details in the left sidebar.
- Signature - A field to capture electronic signatures or initials from the form filler
- Text Field - A field for the form filler to enter a response or a field that you can prefill with specific data
- Checkbox - A field for the form filler to check off (as an acknowledgment, selection, etc.)
- Date - A field for the form filler to select a date or a field that you can prefill with the current date
- Dropdown - A field with selectable options for the form filler to choose from
Note: Click on any added form fields to edit their Field Details.
10. Click the Done button to complete your form.
Field Details vary by field type. See below for more information.
- For all field types:
- Enter a new Field Name (if desired). You can also leave it as is.
- Enter Instructions to provide any guidance a form filler might need in relation to this field (if desired).
- Select who the field should be Completed by using the drop-down menu: Applicant/Employee or Manager/Admin.
- Check the Required checkbox to make the field required (if desired).
- Check the Opaque checkbox to add a white background to the filled field on the finalized PDF (if desired).
- For Signature field types:
- Select the Signature Type you want from a form filler using the drop-down menu: Signature Area or Signed Initials.
- For Text Field field types:
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Select the Text Field Type you want using the drop-down menu: Open Text Response or Large Open Text Response.
-
Add Prefill data to the Text Field (if desired) using the drop-down menu to choose what type of data will be prefilled.
-
- For Text Field field types:
- Add Prefill data to the Date field (if desired) using the drop-down menu; select Today's Date.
- For Dropdown field types:
- Enter Dropdown options that you want a form filler to be able to select. Click the Add Option button to add more options.
When you're done setting up the Field Details, click the Save button.
Add from library
Any To dos, Web forms, and eDocs you create as part of your onboard plans will be saved in your Task Library, allowing you to build a collection of templated tasks that you can add to future onboard plans.
If you've added tasks to your Task Library, you can build your onboard plan from existing tasks.
1. In the Task Library drawer, click the checkbox next to any existing task you want to include in your onboard plan.
2. Click the Submit button when you're done.
How do I edit existing onboard plans and tasks?
You can view and edit any existing onboard plans by clicking the View All Onboarding Plans button.
Click the pencil icon to edit an existing onboard plan. Click the garbage can icon to delete an onboard plan from your Onboard Plan Collection.
Click the View Task Library link to see all of the templated tasks that you've created for use with your onboard plans.
Click the pencil icon to edit an existing task. Click the garbage can icon to delete a task from your Task Library.
How do I onboard a new hire?
When you're ready to hire an applicant and onboard them, navigate to your Applicants page.
1. Locate the applicant you want to hire and onboard and click the Hire button in the Actions column.
2. Click the Start Date field and select a date from the calendar.
3. Click the Complete Hire button.
Note: If you're done hiring for the position in question, be sure to turn on the Deactivate job posting toggle. Leaving positions open once they've been filled may lead to decreased job visibility on job boards.
Hiring an applicant will move them under the Hired tab on your Applicants page and add them to your Team page with no recruiting access.
4. Once you've hired an applicant, you'll be returned to your Applicants page. Click the Begin Onboarding button in the Actions column for your new hire.
Note: You can also begin (or continue) onboarding for a new hire from within the applicant's profile — which you can reach by clicking the applicant's name on the Hired tab of your Applicants page — or from your Team page.
5. Complete the 4-step form to start onboarding your new hire.
- Hiring Form
- Employment Forms
- Onboarding Tasks
- Welcome Email
Hiring Form
Note: Some fields will be pre-filled depending on what information you enter when you hire a new employee or if you've hired for a position before. Some fields — full name, email — cannot be changed.
1. Verify — or enter, if not already populated — the applicant's Mobile Phone Number.
2. Select a Manager, Employment Type, and Pay Type using the drop-down menus.
3. Verify — and edit, if desired — the Job Title, Pay Rate, and Start Date.
4. Click the Next button.
Employment Forms
1. Verify the type of new hire: Employees or 1099 Contractor (a.k.a. Independent Contractor). This will be pre-selected based on the Employment Type you chose on the previous page.
Note: CareerPlug will automatically assign federal forms based on Employment Type: an I-9 and W-4 for standard Employees or a W-9 for 1099 Contractors. The Federal I-9, W-4, and W-9 forms are standardized and cannot be changed or removed.
2. Select a State Tax Form — if applicable — using the drop-down menu.
If your employee works remotely and either their position originates or they reside in a state without income tax, select Not Applicable. 1099 Contractors do not require State Fax Forms, only a Federal W-9.
3. To add the Direct Deposit Form to this employee's onboard plan, turn on the Include Direct Deposit toggle.
4. Click the Next button.
The due date for tax forms will automatically be set to 3 business days after the new hire's assigned start date. This is in accordance with federal law and cannot be changed.
Onboarding Tasks
Onboarding Tasks let you keep track of items, such as new employee surveys and 30-day check-ins.
1. Check the tasks you want to assign to your new employee and uncheck any you don't want included in their onboarding.
The due date for each task will be set according to your new hire's start date. To change the due date for any tasks or forms, open the employee's profile and navigate to their Tasks tab.
2. Click the Next button.
Welcome Email
Note: This is a fixed email and cannot be changed, but we strongly recommend reviewing the email to ensure it's accurate.
1. Review the Welcome Email that will be sent to your new employee on their start date.
2. Click the Finish button.
CareerPlug will automatically send out reminder messages on your behalf to encourage new hires to finish filing their employment forms within 3 days to support employer compliance efforts.
If you want your company logo to appear in the Welcome Email sent to new hires, navigate to Settings > My Organization > Careers Page and click the Edit Careers Page button. Expand the Logo section by clicking the down arrow icon. Click the Upload Image button and select a square or rectangular logo (e.g. 200x200).
Your new hire is ready to start onboarding! You can find their onboarding documents in their employee profile.
How do I manage a new hire's tasks, forms, and documents?
Efficiently review, approve, and manage your employees' onboarding tasks, forms, and documents — all from within your CareerPlug account. An employee's profile makes a great digital repository for all of an employee's information — important forms, certifications, etc. — which you and your employees can both contribute to.
To manage an employee's tasks and forms:
1. Navigate to your Team page.
2. Click the Onboard Center tab.
2. Find the employee whose tasks you want to review and click their name. This will automatically redirect you to the Tasks tab of the employee's profile.
3. Review the tasks and forms assigned as part of the employee's onboarding.
Note: If you want to filter tasks by a specific status, select the status from the Show Me... drop-down menu.
4. Click on a task or form to view its details or make any changes.
5. On the task details page, you can take the following actions:
- Upload a Document to the task
- Change Due Date of the task
- Delete Task
6. If you need to add more task lists to an employee's onboarding, click the Add Task List button and select whether to Add Existing Task List or Create New Task List from the drop-down menu.
To upload a document to an employee's document repository:
1. In an employee's profile, click on the Documents tab.
2. Click the Upload Document button.
Note: CareerPlug currently only supports uploading PDFs.
3. In the Upload Document drawer, enter a Name for the document
4. Enter a Description for the document. This is optional.
5. Click the Choose File button and select the document.
6. Click the Save button to upload the document to the employee's profile.
Admin users, an employee's Manager, and an employee themselves can upload documents to an employee's profile, but only Admin users and an employee's Manager can delete documents.
If a document was generated from a task — such as a Federal I9 — there will not be a Delete button present. Instead, you'll need to click the View Linked Task link, then click the More button in the top-right corner of the page and select Delete Task from the drop-down menu.
Frequently asked questions
Q: Can I assign a state tax form for an employee who lives in another state from where I'm conducting business?
A: Yes. You can select the state the employee lives in when setting up their onboarding experience.
Q: Do I have access to the completed forms after the employee has completed them?
A: Yes. You can access an employee's completed onboarding forms on the Documents tab of their employee profile.
Q: Are these forms downloadable?
A: Yes. You can download any forms listed on the Documents tab of an employee profile.
Q: Can employees upload supporting documents for their I9 verification?
A: Yes. Employees can upload supporting documents for any form that requires it. The uploaded documents will automatically be linked to the corresponding form.
Q: Can more than one manager complete the employer side of forms?
A: Yes. The reporting manager and one additional person can access and complete the forms.
Q: Are my documents and sensitive information secure?
A: Yes, CareerPlug has multiple layers of security in place. All documents are encrypted using one of the strongest block ciphers — 256-bit Advanced Encryption Standard (AES-256). Documents are transmitted over the network using industry-standard TLS encryption.
Q: Can I assign custom forms?
A: Yes. Some forms are available with a CareerPlug Pro plan, but you'll need a CareerPlug Premium plan to access all of them.
Q: Can I use Onboarding and Team Management features on my phone?
A: Yes. We've even improved mobile functionality for task editing, reducing the clutter on the screen and moving important fields to the top of the page for easier access on the go.
Q: Does CareerPlug guarantee compliance with federal and state regulations?
A: Compliance with specific labor regulations can vary greatly based on industry, location/jurisdiction, and individual circumstances. As such, we strongly advise all clients to seek guidance from qualified employment law professionals who specialize in the relevant regulations pertaining to their business activities. CareerPlug is not responsible for ensuring labor law compliance on behalf of our clients.