Talent Onboarding Tasks

Overview

Updated 05/10/23

Recruiters are able to send Onboarding Tasks within AviontéBOLD to start, manage, and complete an applicant's onboarding process.

• Click here for information on Onboarding Task Packets

Onboarding Task Types
Request an Integration
Send Onboarding Tasks
Mass Onboarding
Manage Onboarding Tasks
    Recruiter QuickView
    Onboarding Tasks Widget
Sync Adobe Tasks
Other Onboarding Task Functionality

Onboarding Task Types

Standard Onboarding Tasks	Integration Talent Tasks (enabled by Avionté representative)
Personal Info Direct Deposit Competencies/Skills Education Professional Experience/Work History Resume Interview Questions EEO	E-Signature documents Most commonly sent via Adobe Sign ADP WOTC (Work Opportunity Tax Credit) Provides information for a talent’s WOTC status on a talent’s Tax Tab Essential Staff Care (ESC) Allows Talent to opt into Health Insurance offerings

Request an Integration

In order to enable and configure some integrations, users need to have the Marketplace Admin user permission enabled.

1. Click on Account & Settings
2. Click on Avionté Marketplace
   
   
   
   
3. In the Avionté Marketplace area, search for the product to be enabled.
   
   
   
   
4. Click the Details button for the product that will be enabled. Details about the product display.
   
   
   
   
   
   
5. Click the Have an Avionté Account Executive Contact Me button. 
   An Avionté account manager will respond to begin the process.

Send Onboarding Tasks

1. Click on the Talent Tab
2. Search for the Talent to whom you wish to send the onboarding task
   
   
   
   
3. Click the Onboarding tab.
   
   
   
   
   1. Effective 08/19/2021; all new Talent will require a Username to be setup
      1. The Username is not needed to login but can be used instead of their email.
         Note: This is due to the changes that allow Talent without an Email address to be created.
         Click here for information our creating Talent without an Email
         
         
   2. Click the Create & Send Email button 
      
      
      
      
   3. If the menu does not include the Onboarding tab, click the  icon to the right of the menu.
      
      
      
      
      
      
      
4. After selecting the Onboarding tab, click the Send Onboarding Tasks button in the Onboarding Tasks area.
   
   
   
   Note: When attempting to complete/send Adobe documents, occasional errors would occur with no visibility to the end talent/HCM user. An enhancement made on 2/11/2021 attempts to provide an error response back to the user.
   Example:
   
   
   
   
5. A menu displays. Click a menu down-arrow to expand a set of tasks or task packets.
   
   
    
6. Search for specific tasks or packets of tasks. Click the  icon to add a task or packet for sending.
   
   
   
   
   • Multiple tasks, or packets of tasks, can be selected before being sent to the talent. 
   • Click a  icon next to a task name to remove it from consideration. 
     
     
7. Once your tasks are selected, click Send to send the tasks to the talent.

Mass Onboarding

Avionté has the ability to send out Mass Onboarding talent tasks to selected talent. Note that talent needs to have a user created first, to be able to receive onboarding tasks.

1. From Talent Search select from the Saved Search, Tearsheets or build a new search using Talent Terms.
   
   
   
   
2. From the Saved Search, Tearsheets or search results you will need to select the individuals you are wanting to send Onboarding talent tasks to in mass
   
   
   
   
3. Click on the Mass Actions button
   
   
   
   
4. Click on Mass Onboard
   
   
   
   
5. Select the Onboarding talent tasks you would like to send.
   
   
   
   
   • Onboarding Packets
     • Packets configured in “Utilities” using “Onboarding Task Packets”
   • Profile Tasks
     • Personal Info
     • Education
     • Interview Questions
     • Competencies
     • Work History
     • EEO
     • Direct Deposit
     • Resume
   • E-Signature Documents
     • E-Signature Documents configured using our Adobe Sign Integration
   • Talent Assessments
     • Assessments configured using our IBM Assess Integration
   • Integration Tasks
     • ADP WOTC configured using our ADP WOTC Integration
     • Essential StaffCARE configured using our Essential StaffCARE Integration
   • Talent tasks can be seen on the Talent record under the Onboarding Tab.
6. Click the Send button
   
   

Onboarding task statuses

• Sent
  • Indicates the task has been sent to the Talent but has not been completed.
• Action Required
  • Indicates that the Talent has completed the task, but a Recruiter’s signature or verification is required prior to this task going to a completed status.
• Complete
  • Indicates that the task has been completed.
• Rejected
  • Indicates that the Talent has completed the task but the Recruiter has rejected the talent task so the Talent must complete the talent task again.

*Employees must login to the Employee Portal in order to complete their tasks.

If the Talent do not already have credentials to login to the Employee Portal, they will receive an email that will provide them with instructions on how to login to the Employee Portal. 

Note:  Their username will be their e-mail address & instructions on creating a password will be provided.

Manage Onboarding Tasks 

Recruiters can view and monitor the status of tasks from the Recruiter QuickView or  Onboarding Tasks widget.

Recruiter QuickView

1. On the Talent Tab, search for the Talent you want to manage the onboarding tasks for.
   
   
   
   
2. In the talent's profile, select the Onboarding tab.
   1. The Recruiter's onboarding QuickView displays
      
      
      
      
3. In the QuickView, Recruiters can view or manage
   • any Task(s) assigned to a Talent
   • the status of a task
   • take any necessary action(s) on a task (ex. Review a document, approve/reject an E-Verify Status, etc.)
   • If applicable to the Task, recruiters will also be able to see the detailed status
   • Filter the Tasks to only display if COmplete, Sent, Action Required, or Rejected.

Onboarding Tasks Widget

 You can view all Onboarding tasks through the Onboarding Tasks widget.

• This widget allows you to filter by:
  • Branch
  • Users
  • Date Range
  • Tasks or Packets option
  • Tasks or Packets group (depending on selection)
  • Option if Packets selected:  Include Tasks Removed From Packet. (This checkbox/toggle on the widget filter will allow you to see any packet a talent has completed previously, that has since changed. This will ensure that multi-document packets show as expected if a packet was changed to include different documents than it had when it was created.)

• This widget also provides you with the number of:
  • Sent Tasks
  • Action Required Tasks
  • Completed Tasks
• Clicking on the number preceding the task will provide you with a flyout which will allow you to view the following:
  • Employee Name
  • Task Status
  • Onboarding Task Name
  • Packet Name
  • Sender
  • Date Sent
  • Date Completed

Sync Adobe Tasks

The sync feature is used to update any information that was entered by the Talent.

On the Talent record, click on the Onboarding Subtab.

1. Select the Task(s) you would like to sync
   1. If the option is not available, then the Talent didn't make changes to the Task, so there isn't anything to sync.
      
      
      
      
2. Click the Sync Adobe Tasks button
   
   
   
   
3. The sync process only takes a few seconds.  During that time, there will be a 'loading screen'
   
   
   
   
4. The Task should then be updated.  There is no notification or message that appears.
   1. If you aren't sure if the information is updated then you are able to repeat the sync process.

Other Onboarding Task Functionality

• Talent Onboarding Task Packets
  • Instead of requiring users to send tasks one by one, recruiters have the ability to create and send sets of Onboarding Tasks that they can send all at once
    • Recruiters can send Personal Info, Direct Deposit, and Resume talent tasks all at once, vs. three separate Talent Tasks
      
      
      
      
  • Recruiters can send packets via the Talent record Onboarding tab. Click Send Onboarding Tasks, expand Onboarding Packets, click button next to the packet(s) you want to send, then click Send
    
    

• Mass Assign
  • You are the option to select all/select multiple at a time to re-assign tasks. This can be done by completing a talent search > select all employees needed > mass actions > mass onboard > select the onboard task to navigate.