Onboarding
Welcome to the Team Engine Onboarding Module! This guide will help you set up and get the most out of our AI-powered onboarding solution. Our module is designed to help you onboard your workforce smoothly by automating paperwork and communicating with new hires via text, so they can complete everything before their first day.
Getting Started: The Setup Process
1. Initial Configuration
Once your Team Engine account is set up, navigate to the Onboarding module. Here you can customize your workflows. You are able to:
- Upload Documents: Easily upload essential documents like your employee handbook, company policies, and other forms that require an e-signature.
- Add Custom Forms: Create custom fields to collect any additional information specific to your company.
- Customize Workflows: Choose which documents and forms are sent to new hires based on their job role or other criteria.
2. Integrating with Hiring
The Onboarding module is fully integrated with your Team Engine hiring platform. This means once you send an offer letter and a candidate accepts, the system continues through the onboarding process. This seamless transition ensures no data is lost and saves you from manual data entry.
Key Features & How to Use Them
AI-Powered Pre-Day-One Preparation
Our AI assistant is the core of the onboarding experience. It uses a text-based approach to guide new hires through their paperwork before their first day.
- I-9 Form Collection: The AI assistant proactively collects the information needed for Section 1 of the I-9 form. It sends the new hire text-based prompts to input their details, and the system performs error-checking to ensure accuracy. This means you won't have to chase down missing or incorrect information.
- Bilingual Support: The system automatically translates messages, making the process easy for non-English speakers.
- Real-Time Status: You can track the progress of each new hire from your dashboard, seeing which documents have been completed and which are still pending.
Seamless Document Management
This feature simplifies the collection and storage of all new-hire paperwork.
- E-Signatures: Use our e-signature feature for documents like offer letters and employee handbooks. Once signed, the documents are automatically stored in the employee's profile.
- Centralized Storage: All completed forms and documents are securely stored in a single, accessible location, which is crucial for compliance and audits.
Automated Compliance
Team Engine helps you stay compliant by automating critical steps and providing a secure, verifiable record.
- W-4 Forms: The AI assistant guides new hires in completing their W-4 form digitally, ensuring it's filled out correctly.
- Document Retention: Our system automatically tracks retention periods for documents like I-9s and W-4s, so you don't have to worry about manual tracking.
- Secure Storage: All electronic documents are stored securely, which is crucial for both IRS and Department of Homeland Security audits.
Best Practices for a Great Onboarding Experience
- Communicate Early: As soon as a candidate accepts the offer, let them know they will receive a text from Team Engine to complete their onboarding forms. This sets expectations and reduces confusion.
- Mobile-First Mindset: Remind new hires that they can complete all their tasks on their personal phone, without needing to download an app or use a company email address.
- Prepare for Day One: Ensure your team is ready to complete Section 2 of the I-9 form in person on the new hire's first day. Since the new hire has already completed their part, this final step will be quick and efficient.
Frequently Asked Questions
Q: Why do you use text messages for onboarding?
A: Our platform is specifically designed for blue-collar industries, where workers are often not at a desk or don't have a company email. Text messages have a 98% open rate and are the most reliable way to ensure new hires receive and complete their paperwork on time.
Q: How does this help with I-9 compliance?
A: By having the new hire complete Section 1 before their first day, it significantly reduces the risk of them showing up unprepared. Our AI assistant checks for errors, and the system stores the documents securely, making audits simple and stress-free.
Q: What about document security?
A: All documents and personal information are stored using industry-standard security protocols. The electronic storage is fully compliant with IRS and USCIS (United States Citizenship and Immigration Services) requirements.