Employee: Navigating Onboarding Processes

Kellly Renoux

Created May 31, 2024

Employee: Navigating Onboarding Processes

This SOP will walk an employee through general Onboarding steps in Workday. Once an employee has accepted a job offer or has been 'hired' through Workday - they will automatically receive 3 emails - a welcome email, an email with their Workday password, and an email with their Workday username. They will use these emails to access the system; the following steps are what an employee will see when they log-in to the system to start Onboarding. Note that there will be some differences based upon US vs. CAN and locations. This is from an Employee perspective.

1033
    i

Home - Workday

35 Steps
1

Click on Welcome!…This is the Onboarding worklet

Click on Welcome!…This is the Onboarding worklet
2

Click on Onboarding

Click on Onboarding
3

On the Homepage the employee can select 'My Tasks'

On the Homepage the employee can select 'My Tasks'
4

These tasks are everything the employee currently needs to complete. The first task is to Update Contact and Personal Information

Please note that the Onboarding tasks are in two phases - all employees will have 3 tasks to start and then once those are complete it will provide additional tasks related to their country/location to complete

These tasks are everything the employee currently needs to complete. The first task is to Update Contact and Personal Information
5

Employees need to complete all required information under Contact/Personal info.

The following are required sections to complete (if they did not come over from Recruiting):

  • Phone

  • Email

  • Address

  • Birthdate

  • Gender

  • Marital Status

  • Race/Ethnicity

  • Military Status (US Only)

  • Disability Status (US Only)

Employees need to complete all required information under Contact/Personal info.
6

Screenshots of required fields to complete

Phone Number

Screenshots of required fields to complete
7

Screenshots of required fields to complete

Gender

Screenshots of required fields to complete
8

Screenshots of required fields to complete

Date of Birth

Screenshots of required fields to complete
9

Screenshots of required fields to complete

Marital Status

Screenshots of required fields to complete
10

Screenshots of required fields to complete

Race/Ethnicity

Screenshots of required fields to complete
11

Screenshots of required fields to complete

Disability (US Only)

Screenshots of required fields to complete
12

Screenshots of required fields to complete

Military Service (US Only)

Screenshots of required fields to complete
13

Click on Submit

Click on Submit
14

A 'submitted' pop-up will appear, you can 'x' out of this pop-up

A 'submitted' pop-up will appear, you can 'x' out of this pop-up
15

The next Task to complete is Passport/Visa Information

Note that this section ONLY needs to be completed if an employee is on a work visa - if so, they should follow the instructions at the top of the screen. Otherwise if they are NOT on a work visa - they can select 'submit'

The next Task to complete is Passport/Visa Information
16

The next task is 'Edit Government ID's - please note this is NOT the I-9 form; this is the screen to capture the Social Security number of SIN number. Follow the instructions at the top of the screen. Click on the '+' sign

The next task is 'Edit Government ID's - please note this is NOT the I-9 form; this is the screen to capture the Social Security number of SIN number. Follow the instructions at the top of the screen. Click on the '+' sign
17

Complete the Proposed IDs section

  • Country - select either US/CAN based upon where you will be WORKING (do NOT choose home country)

  • National ID Type - select SS# (US) or SIN (CAN)

  • Identification # - type in the SS# (US) or SIN (CAN); if you do NOT have one of these yet - please enter 000-00-last 4 digits of your visa

  • Do NOT complete anything else on this page

Complete the Proposed IDs section
18

Complete the Proposed IDs section

  • Country - select either US/CAN based upon where you will be WORKING (do NOT choose home country)

Complete the Proposed IDs section
19

Complete the Proposed IDs section

  • National ID Type - select SS# (US) or SIN (CAN)

Complete the Proposed IDs section
20

Complete the Proposed IDs section

  • Identification # - type in the SS# (US) or SIN (CAN); if you do NOT have one of these yet - please enter 000-00-last 4 digits of your visa

  • Do NOT complete anything else on this page

Complete the Proposed IDs section
21

Click on Submit

Click on Submit
22

Once you have completed the 3 steps above, you will have additional onboarding steps appear based upon your location

Once you have completed the 3 steps above, you will have additional onboarding steps appear based upon your location
23

The following are sample tasks that may be required

  • US - State Tax Withholding

The following are sample tasks that may be required
24

The following are sample tasks that may be required

  • US - State Tax Withholding Options

The following are sample tasks that may be required
25

The following are sample tasks that may be required

  • US - State Tax Withholding Options

The following are sample tasks that may be required
26

The following are sample tasks that may be required

  • US - Federal Tax Withholding Options

The following are sample tasks that may be required
27

The following are sample tasks that may be required

  • Payment Elections - Direct Deposit Set-Up

The following are sample tasks that may be required
28

The following are sample tasks that may be required

  • Change Emergency Contacts

The following are sample tasks that may be required
29

The following are sample tasks that may be required

  • Change My Name Pronunciation

  • Upload Photo

The following are sample tasks that may be required
30

The following are sample tasks that may be required

  • Complete Form I-9 (this is Section 1 completed by the employee)

The following are sample tasks that may be required
31

The following are sample tasks that may be required

  • Complete Form I-9 (this is Section 1 completed by the employee)

The following are sample tasks that may be required
32

The following are sample tasks that may be required

  • Complete Form I-9 (this is Section 1 completed by the employee)

The following are sample tasks that may be required
33

The following are sample tasks that may be required

  • Complete Form I-9 (this is Section 1 completed by the employee)

The following are sample tasks that may be required
34

The following are sample tasks that may be required

  • All US Employees - documents/policies to 'agree' to

The following are sample tasks that may be required
35

The following are sample tasks that may be required

  • All US Employees - documents/policies to 'agree' to

The following are sample tasks that may be required
Well done!
Create how-to guides like this in a snap. Get Tango now.