Onboard a new employee
The onboarding wizard walks you through six steps in the sidebar: Employee Information, Enrolments, Tasks, Self-onboarding setup, Onboarding invitation, and Review. Completed steps get a checkmark, and you can step back at any point with the Back button.
1. Open the onboarding wizard
Go to People > Onboarding. Click + Add employee.
2. Choose how to start
Pick one:
- Start with a new employee profile — build a record from scratch.
- Select a recently hired applicant — pulls in details from someone already marked as Hired in Recruiting.
Click Get started.
If you chose "Select a recently hired applicant"
An Employee dropdown appears. Pick the applicant. Get started turns on once someone is selected.
3. Employee information
Fields marked with an asterisk are required.
Basic information
- First name (required)
- Middle name
- Last name (required)
- Preferred name
- Work email
- Personal email (required) — where the onboarding invitation is sent
- Preferred login email (required) — personal or work email used to sign in
- New hire's preferred language (required) — sets the language of their self-onboarding
- + Add work number — click to add a work phone number
Work information
- Start date (required) — first day of work, not the hire date
- Employee code (required) — auto-filled; change it if needed
- Country of employment (required)
- Region of employment (required)
- Position (required)
- Department
- Manager
- Team
Other personal info and Other work info
These are your organization's custom fields. Anyone with permission to a given field can view and edit it — that often means admins, but not always. Fill in what's relevant, then click Next.
4. Enrolments
Both options are optional. Skip them here and add them from the employee's profile later if you'd rather.
Enrol employee in Rise Payroll
Check Enrol employee in Rise Payroll to create a payroll record when onboarding completes. A Payroll Organization dropdown appears — pick the right one.
If you skipped the department in step 3, you'll be asked to pick one here. The employee will be prompted for banking details and SIN during self-onboarding.
Once onboarding is marked complete, add the compensation policy, tax settings, and payroll instructions from the Payroll tab on their profile, or from within Payroll.
Set up employee's profile for group benefits enrolment
Check this to make later benefits enrolment easier — it turns the benefits-required fields into required fields now, so they get captured upfront.
Click Next when done.
5. Tasks
Open the Task templates dropdown and check the templates you want to assign. They're grouped by category.
Tasks assigned to other employees show up for them right away. The new hire sees their own tasks once they finish self-onboarding. If early platform access is configured, that can be before their start date.
Click Next when done.
6. Self-onboarding setup
Pick which custom fields the new hire fills in during self-onboarding. They're grouped into Other personal information and Other work information.
Click Next when done.
7. Onboarding invitation
Edit the welcome email before it goes to the new hire's personal email:
- Subject line — what they see in their inbox
- Preview text — the line that shows under the subject in most email clients
- Body — rich text editor
The body has tokens — NEW HIRE NAME, COMPANY NAME, START DATE — that fill in automatically when the email is sent.
Click Next when done.
8. Review
Look everything over. Click Back to make changes, or Create onboarding profile when it's right.
9. Confirmation
The confirmation screen lists what got created — the employee record, self-onboarding setup, and any tasks assigned.
Click View onboarding profile.
10. Send the onboarding invitation
The invitation doesn't go out automatically. That gives you time to review the profile before the new hire hears anything.
When you're ready, open the onboarding profile and click Send invite. It goes to the personal email from step 3.
The new hire gets a link to complete self-onboarding — set up their account, confirm their details, and fill in the custom fields from step 6. See How to complete self-onboarding for what that looks like on their end.
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