Employee Onboarding
This is one joiner's own onboarding list. You pick a checklist and the tasks come across with their due dates already worked out from his joining date. From that moment the list belongs to this document, so a template amended in March does not rewrite the list of a January joiner.
What it is for
A joiner's first week has twenty small things in it, each owned by a different person: the identity card copy, the bank form, the locker, the safety induction, the machine enrolment, the email account, the introduction to the line supervisor. None of them is difficult and all of them get forgotten.
This screen holds one joiner's list of those things. You do not type the list. Pick the checklist that fits the kind of joiner and the tasks are copied in, one line per task, with each due date worked out as the joining date plus the number of days the template holds for it. If the document already has lines, it asks before replacing them.
Once copied, the lines are this document's own. The template can be improved later without disturbing anybody already onboarded, and each due date is a stored date, not a sum recalculated every time the screen is opened. That is the point of having both screens: Onboarding Checklist is the standard, this is what actually happened.
The three counters at the top are worked out from the lines: how many tasks there are, how many are done, and the percentage. When the last task is ticked the completion date is stamped.
Every field, in plain words
Header
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction No | The reference of this onboarding | ONB-2026-0067 | Required |
| Transaction Date | The day it was raised | 28-Jun-2026 | Required |
| Employee | The joiner | EMP-0512 Hamza Iqbal | Required. Pick him from the list |
| Employee Name | Fills itself from the employee. Leave it | ||
| Joining Date | His first day | 01-Jul-2026 | Required. Every due date is counted from it, so get it right before you pick the checklist |
| Onboarding Checklist | The template the task list is built from | OBC-WORKER Factory Worker Joining | Required. Picking it builds the lines |
| Buddy | The existing employee who will look after him in week one | EMP-0210 Asif Nawaz | Pick him from the list. Worth naming, it is the single cheapest thing a company can do for a joiner |
| Buddy Name | Fills itself. Leave it | ||
| Status | Where the onboarding stands | PROG | NOTSTART Not Started, PROG In Progress, HOLD On Hold, DONE Completed |
| Total Tasks | How many lines there are | Fills itself. Leave it | |
| Completed Tasks | How many are ticked | Fills itself. Leave it | |
| Completed % | The progress | Fills itself to two decimals. Leave it | |
| Completed On | The day the last task was ticked | Fills itself. Leave it | |
| Remarks | Joined with the July batch of fourteen |
Tasks
Built from the checklist. You can add, remove and amend a line afterwards, because this is now his list and not the template.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line | Line number | Fills itself | |
| Task | What has to be done | Enrol finger on the gate terminal | Required. Comes from the checklist |
| Task Category | What kind of task it is | IT | Comes from the checklist. DOC Documentation, IT IT and Access, WORKPLACE Workplace Setup, PAY Payroll and Benefits, TRAIN Orientation, INTRO Introductions, COMPLY Compliance, OTHR Other |
| Responsible | The role that owns the task | IT | Comes from the checklist. HR, IT, FIN Finance, ADMIN Admin, MGR Line Manager, SEC Security, EMP Employee |
| Due Date | When it has to be done by | 02-Jul-2026 | Required. Worked out as the joining date plus the template's offset and then left alone. It cannot be earlier than the joining date |
| Is Completed | The task is done | Ticked | |
| Completed Date | When it was done | 02-Jul-2026 | Filled with today if you tick the line and leave it empty, and cleared if you untick the line |
| Completed By | Who did it | EMP-0031 Faraz Ahmed | Required once the line is ticked |
| Remarks | Enrolment 512, verified on two punches |
How to configure it
- Build the templates once, on Onboarding Checklist, one per kind of joiner.
- Create the employee first, on Employee Basic Information, so there is somebody to onboard.
- Open this screen, create a record, enter the reference and date, and pick the joiner. Check the Joining Date.
- Pick the Onboarding Checklist. The tasks appear with their due dates already set from the joining date. If lines were already there, it asks before replacing them.
- Name the Buddy.
- Add or remove a line if this particular joiner needs something the template does not cover, for example a visa task for a foreign engineer.
- Save and circulate. Each owner ticks his own line, names himself in Completed By, and the counters at the top move as they go.
- When the last line is ticked the completion date is stamped and the onboarding is done.
Scenarios
Fourteen workers joined on the first of July
Fourteen onboarding documents, all with the same checklist and the same joining date, so all fourteen have the same due dates. The checklist is picked once per document, not once for the batch, but every document is three fields and a lookup. The value shows up a week later when HR can see which of the fourteen still have no bank form.
We improved the checklist in March, do the January joiners change
No. The lines were copied onto their documents in January and belong to those documents now. That is the whole reason the list is copied rather than read live. A January joiner's list is a record of what he was actually asked to do.
A joiner's start was pushed back by a week
Change the Joining Date and pick the checklist again. It asks before replacing the lines, and the new lines get due dates from the new joining date. Anything already ticked is lost, so do this before the first tasks are done, not after.
An engineer needs a work permit, which is not on any checklist
Add the line by hand after the checklist has been expanded. Give it a task category, a responsible role and a due date on or after the joining date. The document is his, so a one off line is normal.
HR wants the list but the man has not been created yet
Create him first. The onboarding is raised against an employee, and the joining date comes from the appointment. If the joiner may not turn up at all, he is still a recruitment applicant and belongs in Recruitment Applicant until he does.
What it is connected to
- Onboarding Checklist is the template the lines are built from. Picking it is what generates the list.
- Employee Basic Information supplies the joiner and his joining date.
- Offer and Recruitment Applicant are what happens before this, in Recruitment.
- Tasks for the IT and Admin roles usually end with something recorded elsewhere: a locker on the Facilities tab of the employee record, an enrolment number on the same record, a training session in Training Schedule.
If something looks wrong
- "I picked a checklist and nothing came in" - the checklist has no tasks on it. A checklist with no lines cannot be saved, so check you have opened the right one.
- "It says this onboarding has no tasks" - no checklist has been picked yet. The list does not get typed from nothing.
- "A due date is before the joining date" - the template holds a negative offset, or the joining date was changed after the lines were built. A task cannot be due before the man arrives.
- "The percentage does not move when I tick a line" - the counters are worked out when the document is saved. Save it.
- "It will not let me tick a task complete" - Completed By is empty. A completed task needs a name against it.
- "The status still says In Progress although everything is ticked" - the status is a field somebody sets. Set it to Completed, and read the completion date and the percentage as the real measure.