This guide outlines the essential processes for configuring and automating talent onboarding in Avionté's Onboarding system. Designed to create efficient workflows (for more information on Workflows, see Create New Workflows with Onboarding Tasks) while preventing duplicate packets and optimizing the talent experience, this resource covers everything from task configuration to automation setup and manual processing.
Part 1: Configuring Talent Onboarding Tasks
With 24/7 Onboarding, talent onboarding tasks can be configured to make it easier to build effective workflows — ensuring that tasks have consistent due dates and instructions for the talent who receives them. The addition of Symmetry tasks can also streamline signature collection for documents that require them.
Configuring Tasks
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Log in to Avionté Bold and click the Account & Settings icon. From the dropdown, select Utilities.
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Select Talent Onboarding Tasks. You can filter options by typing TASKS in the search box.
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Available tasks are shown in sections. Click the chevron at the right of each section to expand or hide the options within.
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Click the toggle to the right of an individual task to enable or disable it. Turning a task On makes it available for other users in your organization to include in workflows. Turning it Off ensures only desired tasks are available when configuring workflows.
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Click on an individual task to configure its due date and instructions. These become the default parameters when the task is added to a workflow.
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If you are using automation, ensure you are also selecting Symmetry Tasks at the bottom of the list.
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When configuring Symmetry Tasks, set group and user permissions in addition to the due date and instructions.
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Click Save after entering the desired due date and instructions.
Talent Onboarding Task Types
These are the talent onboarding tasks available for use and configuration, grouped with similar tasks:
| Task Type | Tasks Included |
|---|---|
| Onboarding Tasks | Certifications, Competencies, Direct Deposit, Education, Equal Employment Opportunity, Personal Info (always on by default; first item talent complete), Resume, Talent Questionnaire, Work History |
| E-Signature Templates | Custom e-signature documents configured for your organization |
| Integration Tasks | Tasks tied to third-party integrations enabled for your organization |
| Symmetry Tasks | Federal tax withholding, state tax withholding (where applicable), and additional local forms. See the Symmetry Tasks section below for full details. |
Symmetry Tasks
Symmetry Tasks allow for easy creation of correctly completed tax forms. Using Symmetry Tasks in Avionté requires a 24/7 Onboarding subscription, and Symmetry Tax Forms must be enabled as onboarding tasks in the Talent Onboarding Tasks utility tile.
After Symmetry Tasks are enabled, specific forms — such as local or state forms — can be individually enabled.
Clicking individual tasks opens further configuration options: due date, instructions, and permissions. To set permissions, choose users or groups from their respective dropdowns and click the plus sign to add them. Check the boxes for View or Delete to enable those permissions.
Supported Tax Forms
The following tax forms are available as Symmetry Tasks. Spanish-language variants are listed alongside their English equivalents where applicable.
US Federal
| Locality | Form Name | Form Title |
|---|---|---|
| US Federal W4 | W-4 | Employee's Withholding Certificate |
| US Federal W4 – Spanish | W-4(SP) | Certificado de Retenciones del Empleado |
US States
| Locality | Form Name | Form Title |
|---|---|---|
| Alabama | A4 | Employee's Withholding Exemption Tax Certificate |
| Alabama – Spanish | A4(SP) | Certificado para todo Empleado de Exención de Retención de Ingresos para Pago de Impuestos |
| Arkansas | AR4EC | Employee's Withholding Exemption Certificate |
| Arizona | A-4 | Employee's Arizona Withholding Election |
| California | DE 4 | Employee's Withholding Allowance Certificate |
| California – Spanish | DE 4(SP) | Certificado de Retenciones del Empleado |
| Colorado | DR 0004 | Colorado Employee Withholding Certificate |
| Connecticut | CT-W4 | Employee's Withholding Certificate |
| Delaware | DE-W4 | Employee's Withholding Allowance Certificate |
| District of Columbia | D-4 | DC Withholding Allowance Certificate |
| Georgia | G-4 | Employee's Withholding Allowance Certificate |
| Hawaii | HW-4 | Employee's Withholding Allowance and Status Certificate |
| Idaho | ID W-4 | Employee's Withholding Allowance Certificate |
| Illinois | IL-W-4 | Employee's Illinois Withholding Allowance Certificate |
| Illinois – Spanish | IL-W-4(SP) | Formulario IL-W-4 |
| Indiana | WH-4 | Employee's Withholding Exemption and County Status Certificate |
| Iowa | IA W4 | Employee Withholding Allowance Certificate |
| Iowa – Spanish | IA W4(SP) | Certificado de exención de retenciones del empleado |
| Kansas | K-4 | Employee's Withholding Allowance Certificate |
| Kentucky | K-4 | Kentucky's Withholding Certificate |
| Louisiana | L-4 | Employee's Withholding Allowance Certificate |
| Maine | W-4ME | Employee's Withholding Allowance Certificate |
| Maryland | MW 507 | Employee's Maryland Withholding Exemption Certificate |
| Massachusetts | M-4 | Massachusetts Employee's Withholding Exemption Certificate |
| Michigan | MI-W4 | Employee's Michigan Withholding Exemption Certificate |
| Minnesota | W-4MN | Minnesota Withholding Allowance/Exemption Certificate |
| Minnesota – Spanish | W-4MN(SP) | Certificado de Exenciones y Retenciones de Minnesota Empleados |
| Mississippi | 89-350 | Mississippi Employee's Withholding Exemption Certificate |
| Missouri | MO W-4 | Employee's Withholding Certificate |
| Montana | MW-4 | Montana Employee's Withholding Allowance and Exemption Certificate |
| Nebraska | W-4N | Employee's Nebraska Withholding Allowance Certificate |
| New Jersey | NJ-W4 | Employee's Withholding Allowance Certificate |
| New Mexico | W-4 | Employee's Withholding Certificate |
| New York | IT-2104 | Employee's Withholding Allowance Certificate |
| North Carolina | NC-4 | Employee's Withholding Allowance Certificate (Long Form) |
| North Carolina | NC-4 EZ | Employee's Withholding Allowance Certificate (Short Form) |
| North Dakota | W-4 | Employee's Withholding Certificate |
| Ohio | IT-4 | Employee's Withholding Allowance Certificate |
| Oklahoma | OK-W-4 | Employee's State Withholding Allowance Certificate |
| Oregon | OR-W-4 | Oregon Employee's Withholding Statement and Exemption Certificate |
| Oregon – Spanish | OR-W-4(SP) | Declaración de retenciones y certificado de exención de Oregon |
| Rhode Island | RI W-4 | Employee's Withholding Allowance Certificate |
| South Carolina | SC W-4 | South Carolina Employee's Withholding Allowance Certificate |
| Utah | W-4 | Employee's Withholding Certificate |
| Vermont | W-4VT | Employee's Withholding Allowance Certificate |
| Virginia | VA-4 | Employee's Income Tax Withholding Exemption Certificate |
| West Virginia | WV IT-104 | Employee's Withholding Exemption Certificate |
| Wisconsin | WT-4 | Employee's Wisconsin Withholding Exemption Certificate/New Hire Reporting |
| Wisconsin – Spanish | WT-4(SP) | Certificado de Exención de Retención de Impuestos del Empleado/Reporte de Nuevas Contrataciones en Wisconsin |
Canada
| Province / Territory | Form Name | Form Title |
|---|---|---|
| CA Federal | TD1 | Personal Tax Credits Return |
| Alberta | TD1AB | Alberta Personal Tax Credits Return |
| British Columbia | TD1BC | British Columbia Personal Tax Credits Return |
| Manitoba | TD1MB | Manitoba Personal Tax Credits Return |
| New Brunswick | TD1NB | New Brunswick Personal Tax Credits Return |
| Newfoundland | TD1NL | Newfoundland and Labrador Personal Tax Credits Return |
| Nova Scotia | TD1NS | Nova Scotia Personal Tax Credits Return |
| Northwest Territories | TD1NT | Northwest Territories Personal Tax Credits Return |
| Nunavut | TD1NU | Nunavut Personal Tax Credits Return |
| Ontario | TD1ON | Ontario Personal Tax Credits Return |
| Prince Edward Island | TD1PE | Prince Edward Island Personal Tax Credits Return |
| Saskatchewan | TD1SK | Saskatchewan Personal Tax Credits Return |
| Yukon | TD1YT | Yukon Personal Tax Credits Return |
Guided Mode
Guided Mode determines and sends the correct Federal, State, and Local tax forms to talent based on their Home Address and worksite. You no longer need an active job assignment to use Guided Mode — you can use the talent's home office address as the worksite, making it possible to send tax forms earlier in the onboarding process before a placement exists. If sending based on a job assignment, Guided Mode requires both a Home Address on the Talent Profile and a Worksite Address on the job.
Selecting a Worksite for Tax Forms
When sending Guided Mode Symmetry tasks, you'll need to specify which worksite address determines the correct tax forms. Two options are available:
| Option | When to Use |
|---|---|
| Use Talent Home Office | Use the talent's home office address as the worksite. Particularly useful during early-stage onboarding when talent haven't been assigned to specific jobs yet. |
| Use Job Worksite | Select a specific job from the dropdown to use that job's worksite address for determining tax requirements. |
Manual Send Options
After Guided Mode is selected, you'll be prompted to choose a worksite from a dropdown labeled "Select a Talent Job to determine right tax forms."
For talent not associated with any jobs:
- The dropdown shows one option: "Use Talent Home Office ({Talent Home Office Name})"
- The system validates the Talent Home Office address before sending
- If the address doesn't meet validation requirements, you'll receive an error prompting you to review the address configuration in System Settings
For talent associated with one or more jobs:
- "Use Talent Home Office ({Talent Home Office Name})" appears at the top of the dropdown
- All jobs associated with the talent are listed below as "{Job Name} - ({Job ID})"
- Choose the appropriate worksite based on where the talent will be working, or use the Home Office option for early onboarding stages
Workflow Send Options
Guided Mode can also be included in workflows. When manually sending workflows that contain Guided Mode Symmetry tasks, you'll be prompted to select the worksite using the same dropdown options described above.
Talent Experience
The next time the talent logs in after the task has been sent, they will see it displayed on the main page of their employee dashboard.
Clicking the Start button next to it will open a pop-up with the task, and they will fill each field and follow the on screen instructions to continue.
When talent complete Symmetry Guided tasks, they'll see the worksite address displayed on the first screen of the form:
- If you selected a job worksite, they'll see "Work Address" above the address
- If you selected the Talent Home Office, they'll see "Home Office" above the address
Once complete the pop-up will automatically close and they will be returned to their dashboard to complete any other tasks assigned them.
Automation Trigger Considerations
When Guided Mode is included in workflows sent via automation, the worksite selection depends on your automation trigger:
| Trigger Type | Worksite Behavior |
|---|---|
| Job Stage Triggers (Pipeline / Nominate) | The Worksite Address for that specific job is automatically used |
| Talent Status Triggers | The Talent Home Office address is automatically used as the worksite |
Part 2: Onboarding Automation Rules
This section explains how to properly configure and trigger onboarding workflows in Avionté, with a focus on preventing duplicate packets and optimizing the talent experience.
Key Recommendation: Avoid Pipeline/Nominate Triggers
For foundational onboarding items, avoid using Pipeline/Nominate actions as automation triggers. These triggers can cause multiple onboarding packets to be sent to the same talent — particularly when recruiters nominate the same talent for multiple jobs. Instead, use Talent Status changes as your primary trigger method.
Creating a New Automation Trigger and Action
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Log in to Avionté Bold and click the Account & Settings icon. From the dropdown, select Utilities.
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Select Onboarding 24/7 Automation. You can filter options by typing TASKS in the search box.
- The main Automation page displays all previously created automation rules, which can be viewed and edited.
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Click Add Rule to create a new automation.
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Configure the Basic Automation Configuration section:
- Enter an Automation Name — use a simple, recognizable name all users will understand
- Select an Automation Type from the dropdown. For most onboarding scenarios, choose Onboarding
- Specify the Automation Event — the action that triggers the automation (for example, Talent Status Is Onboarding)
- Ensure the toggle in the upper right is set to Enabled
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Under Trigger Conditions, click Add Condition to narrow when the automation fires — for example, Talent Address IS United States of America / Selected U.S. States. Trigger conditions are optional.
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In the Actions section, define what happens once the event and conditions are met:
- Select the Workflow to be sent
- Configure Completion Actions — for example, automatically changing talent status to Active once the workflow is complete
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Click Save in the lower right to finalize the automation.
Implementation Guide
This is the recommended approach for most organizations. It ensures each talent receives only one onboarding packet regardless of how many jobs they're nominated for.
- Define a clear status progression: Create specific talent statuses that align with your onboarding stages — for example, Ready for Onboarding → Onboarding Sent → Onboarding Complete
- Configure workflow triggers: Set 24/7 ONBOARDING workflows to trigger when talent status changes to Ready for Onboarding
- Manage status updates carefully: Update talent statuses only when you are ready to begin onboarding. Consider automated status updates based on completed onboarding steps.
Use this approach when you need more manual control over timing. Pipeline/nominate talents first, then trigger onboarding as a deliberate mass action.
- Group nominations first: Pipeline or nominate talent for all appropriate jobs and review the full list before proceeding
- Use mass actions: Select all relevant talent and apply a mass action to trigger the onboarding workflow once per talent — this provides control over timing and prevents duplicate packets
Common Scenarios and Solutions
Problem: A talent is qualified for three different positions, and all require onboarding.
Recommended solution (Talent Status Triggers):
- Talent is nominated for all three jobs
- Talent status is changed to "Ready for Onboarding" once
- System sends a single onboarding packet
- Onboarding is completed once and applies to all positions
What happens without this approach (Pipeline/Nominate Triggers):
- Talent is nominated for all three jobs
- System automatically sends three separate onboarding packets
- Talent receives duplicate packets and may be unsure which to complete
Problem: A talent is nominated for a job now and may be nominated for another job next week.
Solution:
- Use talent status-based triggers with status reset functionality
- After completing onboarding for the first job, the system can reset the status after a specific timeframe
- If nominated for another job later, a new status change can trigger any additional required paperwork
Frequently Asked Questions
Use conditional workflows based on job types in combination with talent status triggers. The status trigger initiates the workflow, but the specific forms can vary based on job requirements.
Create a separate workflow for supplemental forms with a different talent status trigger — for example, Additional Forms Required.
Yes. Continue using pipeline/nominate to associate talent with jobs — just don't use these actions as the triggers for sending onboarding packets.
Part 3: Manually Sending Onboarding Tasks (Optional)
If you are not using automation to send tasks, they can be sent manually. Any forms already configured for automation will be sent automatically — you will not need to manually send those.
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Navigate to the Onboarding tab on the talent profile page of the talent you want to send tasks to.
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Click the Send Onboarding Tasks button.
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Click the chevron to the right of a section name to expand it.
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Select the tasks you want to send. Repeat for each section to send tasks from multiple sections.
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Click the Send button in the lower right once all tasks are selected.
Part 4: Talent Onboarding Experience
Once onboarding tasks have been sent — either via automation or manually — talent can view and complete them from either Bold or the 24/7 app.
Viewing Tasks in Bold
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On first login, talent will see a pop-up directing them to any pending onboarding tasks.
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On subsequent logins, pending tasks appear near the center of the dashboard. Talent can select each task from either location.
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Selecting a task opens a pop-up where it can be completed.
Viewing Tasks in the 24/7 App
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After logging into the 24/7 app, talent tap 24/7 Onboarding from the home page.
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All pending onboarding tasks are listed on the next page. Talent tap each task to open it.
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Each task opens in a new page where it can be completed.
Tax Forms (Symmetry Tasks)
Talent can complete Symmetry tasks from either the Bold talent portal or the 24/7 mobile app. Personal information from the talent record pre-fills the relevant sections of the W-4.
Regardless of the method used, completed files are accessible from the Documents tab in the talent record. Fields from completed documents are automatically mapped into the talent's record in Classic.
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