What these modules do
Two menus cover joining and leaving:
E-Welcome: you bring the person you are hiring (the candidate) into Teamso before they become an employee. The candidate logs in with the credentials sent to them, fills in personal, family, address and bank details, and approves or uploads the requested documents. The information goes through a branch-based approval process, then HR sets the start date and makes the person an employee with Transfer to Personnel List.
On/Off Boarding: sends evaluation surveys to new starters a set number of days after they start (Onboarding) and to leavers before they leave (Offboarding), and assigns a buddy (a guide colleague) to new starters.
Roles and permissions
Permissions are granted on each menu's Manage Permissions screen; see Responsibility management.
Role | Permission | What they can do |
Admin (HR) | Add E-Welcome | Adds, edits and deletes people on the E-Welcome List; uses Request Data Entry, Employee's Start Date, Send Login Information, branch assignment, notes and password change. |
Admin (HR) | Approve E-Welcome | Reviews a person in Awaiting Authorized Approval, resets if needed, and makes them an employee with Transfer to Personnel List. |
Approver | (person defined in the approval process) | Reviews a record at their own step via Details and chooses Approve, Reject or Resend. |
Anyone (by permission) | View E-Welcome | Sees the list and downloads Excel. |
Permission manager | E-Welcome Module Permission Management | Accesses Manage Permissions and Approval Process. |
Admin (HR) | On/Off Boarding Manager | All survey and buddy actions, including deletion. |
Admin (HR) | On/Off Boarding Admin | Creates, publishes and resends surveys, adds comments; assigns and completes buddies (no deletion). |
Viewer | On/Off Boarding Viewer | Sees survey responses and the buddy list. |
Candidate | (login credentials) | Fills in only their own E-Welcome form. |
Before you start
Branches must exist; the E-Welcome record and its approval process are tied to a branch.
The documents to collect from the candidate must be defined in the E-Document module as document types or an E-Document Group.
If you want an approval chain, define branch-based approvers in Configuration > Onboarding > Approval process (Approval processes).
If you use time-stamped documents, the company needs digital credits.
Initial setup
In Configuration > Onboarding > Responsibilities, give HR users Add E-Welcome and View E-Welcome, and give the person who will transfer people Approve E-Welcome.
In Configuration > Onboarding > Approval process, define the approver order for each branch. If a branch has no approval process, the record goes straight to Awaiting Authorized Approval when the candidate completes the form.
If you use On/Off Boarding, grant its permissions in Configuration > Joiners and leavers > Responsibilities and create evaluation surveys on the Onboarding / Offboarding screens.
Daily workflows
HR adds the person; login credentials are sent by email and SMS (Adding people to E-Welcome).
HR selects the documents to request with Request Data Entry; the person gets an email and SMS (Requesting data entry).
The candidate logs in, fills in the form and clicks Complete (Filling in the candidate form).
Approvers approve in order; after the last step the record is Awaiting Authorized Approval. HR enters the start date and uses Transfer to Personnel List (Approving and transferring).
After the employee starts: the Onboarding survey and a buddy (Onboarding evaluations, Assigning a buddy); when they leave: the Offboarding survey (Offboarding evaluations).
A candidate hired in the Applicant Tracking System (ATS) can be moved straight to the E-Welcome list with Transfer to Onboarding (Applicant Tracking System).
Statuses and what they mean
Status (E-Welcome List) | Meaning |
Not Requested | The person was added; data entry has not been requested yet. The form does not open even if they log in. |
Awaiting Data Entry | Data entry was requested; the candidate will fill in the form. |
Awaiting Revision | An approver chose Resend; the candidate will correct the rejected parts. |
{step}. in the approval process | The candidate completed the form; the record is at that step of the approval chain. |
Awaiting Authorized Approval | The approval chain is finished (or there is none); a user with Approve E-Welcome will transfer the person. |
Awaiting Transfer | The transfer was done but the start date is in the future; the person is transferred automatically that morning. |
Rejected | An approver rejected; the information and documents were deleted. |
Blacklisted | During transfer, a former employee with the same Turkish ID number who is on the blacklist was found; the transfer must be handled manually. |
Filter the list with the Status chip in the toolbar; use In Approval Process for the records in the approval chain. Choosing Status in the Sort menu orders the records by the process steps.
Notifications
When | To whom | Channel |
A person is added to E-Welcome | Candidate | Email (a set password link, valid for 7 days) and SMS (username and password) |
Request Data Entry is saved | Candidate | Email and SMS (asking them to log in and enter their information) |
An approver chooses Resend | Candidate | Email (with the reason) |
An approver chooses Reject (except at the first step of the approval process) | The branch's first approver; the person who added the record if the branch has no approval process | |
Reset is used | Candidate | |
An Onboarding / Offboarding survey is triggered | Employee, their manager, buddy (per settings) and the notification address | |
A reminder day arrives (09:00) | People who have not answered yet and the notification address | |
Send introduction email is ticked when assigning a buddy | New starter and buddy |
Note: no separate notification is sent to approvers when the candidate completes the form; approvers see pending records on the E-Welcome List.
Differences on mobile
The candidate form can also be filled in on a phone; the steps are the same and step titles are hidden on narrow screens. We recommend doing list, approval and transfer work on the web. General information: Mobile app.
Common mistakes and FAQ
Symptom: The candidate gets "No data entry was requested." at login.
Fix: Select the person on the list with Request Data Entry.
Symptom: Transfer to Personnel List is grey and says "You need to set a start date in order to transfer the employee."
Fix: Enter a date with Employee's Start Date first.
Symptom: An approver does not see Details on the list.
Cause: The record is at another approval step, or the approver is not defined in that branch's approval process.