# Onboarding and offboarding
When employees join or leave your company, you can map the processes using the following functions:
- New employee
- Start onboarding
- Start offboarding
The New employee function creates a personnel file. The Start onboarding function is used to complete the personnel file master data. At the end of this process, the employee file has the status E – Employed.
If an employee leaves your company, you can initiate this process in ELO using the Start offboarding function. At the end of the process, the employee is assigned the status C – Contract terminated.
# Create new employee
Information
A new employee is joining your company. You want to create a new personnel file for her.
Method
- On the New tab, click HR > New employee.
Fig.: 'New employee' dialog box
Optional: If multiple file types have been created, you first have to choose a file type. By selecting a file type, relevant information is automatically entered into the personnel file.
- Complete the fields in the New employee dialog box as required.
Mandatory fields are marked with a red asterisk.
Fields with a pencil icon contain keyword lists. When you enter a value in the respective field, matching list entries appear.
Personnel number: You can enter a number based on your system. If you leave this field blank, a number is automatically generated when a file is stored in the repository.
Information
To give employees access to the functions in the Self-service group on the New tab, you have to complete the ELO user name field. This means the employee already has to exist as an ELO user. An ELO user name cannot be entered into more than one personnel file.
Result
Fig.: Personnel file in the repository
The personnel file is created. It contains child folders where you can file documents for the employee. The status of the personnel file is O – Onboarding.
Outlook
After the personnel file has been created, it has to go through the onboarding process.
With the Add picture function, you can add a picture to the candidate file.
# Start onboarding
Information
To complete the personnel file for your new employee that you just created with the status O – Onboarding, it will have go to through the onboarding process in the next step.
Method
Select the personnel file you want to start onboarding for.
On the HR tab, click Start onboarding.
Fig.: 'Start onboarding' dialog box
- Complete the fields in the Start onboarding dialog box as required.
Mandatory fields are marked with a red asterisk.
Fields with a pencil icon contain keyword lists. When you enter a value in the respective field, matching list entries appear.
Information
Filling out the mandatory field Supervisor gives the supervisor access rights to the personnel file.
Result
The supervisor or a substitute receives the master data sheet for completion.
# Complete master data
Information
As supervisor or substitute for the supervisor, you have received a workflow to complete the master data for your new employee in your Tasks work area.
Information
If the supervisor does not use ELO, the workflow is forwarded to a substitute. A substitute for the supervisor is an ELO user with the right to complete the master data.
Method
- Select the workflow that you want to process.
Optional: Click Accept workflow.
You can complete the master data in the form.
Fig.: 'Complete master data' form
- Complete the fields as required.
Mandatory fields are marked with a red asterisk.
Fields with a pencil icon contain keyword lists. When you enter a value in the respective field, matching list entries appear.
- Click OK.
Result
The workflow is forwarded to the HR department.
# Check master data
Information
As an employee in the HR department, you have received a workflow in your Tasks work area to complete and check the master data for a new personnel file.
Method
- Select the workflow that you want to process.
Optional: Click Accept workflow.
Fig.: 'Check master data' form
- Check the master data in the form and confirm the entries with Approve.
Result
Onboarding is complete. The information entered here will be applied to the personnel file. The status of the personnel file changes to E – Employed.
# Start offboarding
Information
One of your employees is leaving the company. The offboarding process should be reflected in ELO.
Method
Select the personnel file you want to start offboarding for.
On the HR tab, click Start offboarding.
Fig.: 'Start offboarding' dialog box
- Complete the fields in the Start offboarding dialog box as required.
Deletion period active: Click Yes to be able to enter a deletion period. If you have entered a deletion period, the HR manager receives a notification once this period has been reached.
Mandatory fields are marked with a red asterisk.
Result
Fig.: Personnel file after offboarding
Offboarding is complete. The status of the personnel file changes to C – Contract terminated. The personnel file is shown in a gray font.