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With the greytHR Employee Onboarding module, say goodbye to paperwork! You can now perform the complete onboarding process online, from collecting an employee’s details to assigning a SPOC to the employees. The Employee Onboarding module offers a seamless process, making it easier to view, update, and consume all the employee-related information.

The employee onboarding process includes initiating and sharing the online onboarding form with the employees. After the employee has submitted the form, you can review the details and accept or reject them. You can ensure employee acknowledgment of different policies and forms during the onboarding process. 

You can perform the following tasks through the employee onboarding process:

    • or (new or existing)


Configuring Employee Onboarding PolicyConfiguring employee onboarding policy

The first step after an employee joins, is to initiate the employee onboarding. For initiating an onboarding process, you must configure the onboarding policies. To configure the onboarding policies, perform the following actions:

  1. On your greytHR home Home page, navigate to Settings icon > System Settings > Employee > Employee Onboarding. Employee Onboarding Policy page opens.
  2. Click +Add Form/ +Add Company Policy as per your requirement. Clicking +Add Form or +Add Company Policy allows you to select and configure the selected form and policies. 
  3. Select any Form or Company Policy from the drop-down list. The selected form or company policy will become part of the employee onboarding process. 
  4. Select the Acknowledgement required option to ensure that the employee reads and acknowledges the form or policy during the onboarding process.


    The policies and forms configured for acknowledgment appear in Submit Forms page. The policies or forms which are not a must for acknowledgment appear on the Employee Onboarding Submitted Success page.


  5. In the Instructions for Employees text box, enter any instruction for employees, if any. 
  6. Click Next to move to the next step. Employee Information Settings tab opens. 

  7. Under the Employee Information Settings, you can configure the fields that need to be displayed or made mandatory for the employees. The configuration page appears with a list of pre-defined fields and check boxes adjacent to each field. Under the Information and Attachments column, select/Clear the check boxes provided to mark the field as mandatory

  8. Click Save to complete the Employee Onboarding Policy configuration.

Releasing the Employee Self-OnboardingReleasing the employee self-onboarding access

Employee onboarding is initiated in two scenarios:

  1. Releasing the onboarding for a new employeeAn individual new employee

    To release the employee self-onboarding for an individual new employee, perform the following steps:
    1. Navigate to Employee > Main > Employee Directory.
    2. Click Add Employee. The Add Employee page appears.
    3. In the Basic Information section, fill in the Employee No, Name, Reporting Manager, and Email.

      If the Allow this employee to fill in their information check box is enabled, Email field becomes mandatory. An email is sent to the employee with a link to set their ESS password and other self-onboarding instructions. 


    4. Select Allow this employee to fill in their information check box.

    5. Click Employee Onboarding Policy to check the configurations before initiating the onboarding process. Though this is not a mandatory step, it is recommended to check the configurations before initiating the onboarding process.

    6. Click Next and complete all the steps to add the employee to the application. This will release the onboarding process to the newly added employee. 

  2. Releasing employee onboarding for existing employees or multiple new employeesexisting employees

    There might be times when you need to collect some data from your existing employees (or) from the employees who are added via Excel Import. Sending individual emails to each employee requesting the information may be tedious and is not a great option. Hence, greytHR Employee Onboarding is here to help! You can now initiate onboarding for the existing employees too and multiple new employees.
    1. Initiating onboarding for the first time for an existing employee

      Perform the following steps to release onboarding for an existing employee for the first time:

      1. Navigate to Actions > Employee Onboarding. The Employee Onboarding page opens.
      2. The Employee Onboarding page displays a list of all the employees. From the Status drop-down list, select Not Initiated

        • You can use the Employee drop-down list to search for a specific employee too.
        • Under the Status drop-down list, along with Not Initiated, you can find the following status:
          • Active: The Active status displays a list of employees for whom the onboarding is initiated but not yet submitted by the employee.
          • Closed: The Closed status displays a list of employees for whom the onboarding submission is either verified or withdrawn by the admin.
        • If the email id for an employee is missing, the employee row will appear in red. You can release onboarding access to such an employee only after updating the email id. To update the email id of an employee, navigate to Employee > Information > Employee Profile.


      3. Select the employees using the check box adjacent to the employee's name.
      4. Click Employee Onboarding Policy to check the configurations before initiating the onboarding process. Though this is not a mandatory step, it is recommended to check the configurations before initiating the onboarding process.

      5. Click Initiate Onboarding. Initiate Onboarding pop-up appears.
      6. Click Confirm. A success message appears.
    2. Initiating onboarding for the existing employees who have completed the onboarding process earlier

      Employees for whom onboarding was initiated and verified (or withdrawn) are listed under the Closed status on the Employee Onboarding page. Perform the following steps to release onboarding to such employees: 

      1. Navigate to Actions > Employee Onboarding. The Employee Onboarding page opens.
      2. The Employee Onboarding page displays a list of all the employees. From the Status drop-down list, select Closed

      3. Select the employees using the check box adjacent to the employee's name.
      4. Click Employee Onboarding Policy to check the configurations before initiating the onboarding process. Though this is not a mandatory step, it is recommended to check the configurations before initiating the onboarding process.

      5. Click Initiate Onboarding. Initiate Onboarding pop-up appears.
      6. Click Confirm. A success message appears.

After the onboarding process is successfully released for the employees, the Status of employee changes from Not Initiated/ Closed to Active on the Employee Onboarding page.

Reviewing the Details submitted by the EmployeesReviewing the details submitted by the employees

After the employee submits their details, you must review and take appropriate actions such as Accept or Reject the form. To review an employee onboarding form, perform the following actions:

  1. Navigate to Workflow > Review > Employee Onboarding. The Employee Onboarding page appears.

  2. The Employee Onboarding page displays the following two tabs:
    1. Active: Active tab displays the complete list of all employees for whom the onboarding form is released and must be verified.
    2. Closed: Closed tab displays the list of employees for whom the onboarding is Verified or Withdrawn.
  3. On the Employee Onboarding page, under Active tab, click the employee's card whose details you must verify. The card expands. 

  4. Click Verify. The Verify Employee Onboarding page opens. 

  5. On the Verify Employee Onboarding page, you can view all the details submitted by the employee categorized under various tabs. You can Accept or Reject each information individually. You can also add remarks in the Remarks text box. On Verify Employee Onboarding page, you can also view the acknowledged company policies/forms under the tab Company Policies and Forms.



  6. Post verification, click Submit. You must either Accept or Reject the information under each section to submit the verificationSubmit pop-up appears.

  7. Select the Notify employee to notify the employee. 
  8. Click Yes to complete the verification.


    • The approved information is updated in the application under Employee > Information
    • You can view the verified and accepted document under Employee > Information > Employee Documents.
    • Employees can view and download the documents verified by you under Documents in their ESS portal.


Editing an Employee's Onboarding InformationEditing an employee's personal information

You can edit an employee's onboarding information while verifying the onboarding details. Perform the following actions to edit an employee's information:

  1. On the Verify Employee Onboarding page of an employee, click Edit personal information pop-up appears.

  2. Fill in all the information.
  3. Click Save to edit the employee's information.

Reminding the Employee to Submit their DetailsReminding the employee to submit their details

You can remind an employee to complete the onboarding process. Perform the following actions to send a reminder to an employee:

  1. Navigate to Workflow > Review > Employee Onboarding. The Employee Onboarding page appears.
  2. On the Employee Onboarding page, under Active tab, click the employee card whom you want to send the reminder. The card expands.
  3. Click Remind. Remind pop-up appears.


  4. Click Yes to send a reminder to an employee.

Withdrawing an Onboarding RequestWithdrawing an Onboarding Request

You can withdraw the onboarding access given to an employee. Perform the following actions to withdraw onboarding access:

  1. Navigate to Workflow > Review > Employee Onboarding. The Employee Onboarding page appears.
  2. On the Employee Onboarding page, under Active tab, click the employee card whose onboarding form you want to withdraw. The card expands.
  3. Click Withdraw. Withdraw pop-up appears.


  4. Select Notify employee, if you want to notify the employeeIf Notify employee option is selected, an email is sent to the employee, informing him/her that their onboarding access is withdrawn by the admin.
  5. Click Yes to withdraw the onboarding.


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