Complete Guide to an Employee Onboarding Process (Process Street Full Demo)

[Music] hey i'm blake thorne from process street and this is a demo of an employee onboarding workflow we've built using process street i'll walk you through how an hr team could use process street to take a new hire from signing the offer letter all the way through all the setup and orientation and paperwork and systems updates basically everything that needs to be done to consider them fully onboarded so here we are in our process street library this is where all your workflows live we also have a free knowledge base product called pages those can be stored here too and all your workflows and pages can be organized into folders so i'm just going to click into our hr library here and open our onboarding workflow and you can think of the workflow as like the blueprint for your process this is where this is where you design the different steps and then each new instance of someone working through this workflow is called a workflow run that's like their unique copy of the workflow so what i'll do is start a new workflow run for this particular new employee and let's say this employee is bob smith and i'll type bob smith as the name of the workflow run and click this we'll see the workflow run initiate i'm just showing you what it looks like to start a new workflow run manually here another option is to start these automatically that can be based on actions happening in other applications so we could have an integration for example in our candidate tracking system like greenhouse and have our run kick off as soon as the offer is accepted and then my team can get a notification that we have a new hire to onboard and show us what tasks to complete so here we are now in our active workflow run and this is starting the onboarding process for bob smith and on the left side here you can see all the different process steps this is everything we've uh kind of written out and designed in the workflow and on the right you'll see all the info and data for the particular step that you're on this can be you know instructional content like text and images and video it can be interactive stuff like form fields to fill in it can even be you know interactive content it can have unique data pulling in and updating based on other systems and other activity happening you know in this workflow really the sky's the limit here uh but for now we'll just uh we'll take a look we'll start kind of simple and you'll see as we go through the demo uh some of the different things that can be here in this uh in each task so obviously onboarding is a little different for every company this is a quick demo this shows some of the different functionality and what it looks like inside process street also worth saying though early that everything you'll see in here is super customizable so we hope you see things that look immediately relevant for your company also encourage you to just use your imagination i'm sure anything in your process can be built into process straight and there's a reason that uh onboarding is our most popular use case with process street we've never met an on-boarding process that we can't build and process straight so all this in here is really easy for the workflow creators to set up and since we're a no code platform you can just drag and drop so if i was new to running this workflow i could start out let's say i am the hr manager uh kicking this off and i can see um we've got a video here from our vp of hr he's here to help me understand how important the process is having this content embedded directly in the process intercorp doesn't have to separately train each hr onboarding member to use the workflow and drive the process all the training in context is right in front of them as they do the work so i will just complete this task to confirm i've seen this and go on to task two and notice i will as now i will assign people to manage the onboarding process i'm going to select myself as the onboarding lead and notice when i do that on the left my face now appears next to all these steps that i'm uh now responsible for so it's doing some assigning uh against these tasks based on me being in this new role now i'll go ahead and select jalen washington as the hr director and i'll add will there he is i'll add will as our it specialist again this is me demoing like the most manual way of doing this for the sake of showing something on the screen here if we wanted we could have these roles and assignments populated automatically as soon as the workflow run kicks off this could be based on different things like who's on the team who's in different groups what data is coming in from different integrations there's a bunch of different ways to do this and what's cool about having this model of our workflow and workflow run is you can push updates and changes to this master process blueprint to your workflow at any time and then those changes will be there every time you kick off a new instance of a workflow run you can even update workflow runs that are already in progress which is also really cool that means you don't need to worry about getting your process absolutely perfect in order to launch it you can get something up and running as people go through it and execute on that process then you're gonna learn you know different ways to improve it over time by shipping small changes and and updating it as you um as you learn and as you you know get more resources to to spend time uh improving your process uh so for now i will complete this task here it looks like and move on to step three and we can notice down here too uh as we assigned will and jaylen they they popped up on some tasks assignments as well we'll see them we'll see them further out so uh i'm going to take a look at this next task here um and i am going to enter some employee information uh it looks like that's already in here we've we've used an integration to push data about the new employee in from the recruiting platform to process street so we've we've already got our info here filled in i can look and you know kind of learn learn who this employee is edit this correct this if we have a detail wrong but this is going to tell me who are some some of the details about our new hire and i'm actually going to uh take a look down here at the start day and change this and you'll notice let's pick a start day about a month in the future and you'll notice that all the task due dates here uh on the left on the left change relative to the start date i just selected so i can uh i can see we've got a set of different dates and they're all triggered to this start date here so you can set dates you know you can set static dates to always happen you know a week out or so or you can set specific dates to if you have something that you want done on december 1st you can code that in too so i will go ahead and i think complete this task and move on to the next one and here i'm going to select bob's work region here's where process street's conditional logic comes in to automatically provide only the relevant content so notice how as i select different options here under region of employment steps out here in my workflow change so this is now we have an intro to north america inner corp here further out in our onboarding because i selected north america here and you'll see the same with with europe and asia and what this really lets me do is ensure bob is presented with the correct onboarding experience applicable to his region this lets me build an overall experiment experience that's flexible enough to adapt to different types of new hires all without me having to maintain a separate workflow for these different regions and you'll you'll also see the content immediately below my regional selection has changed here and so this this is going to prompt me to make some further choices like office assignment and team assignment so i'm actually going to select uh that the new employee bob is working from north america and i'll say he's in our toronto office and let's put him with me on the hr team and i can go through and complete that task and uh another note here all of this is available to to go through these tasks in our slack app and also in email so you can get notifications in slack in email when you have tasks assigned to you and most of the time you can also go through the go through the work uh complete tasks fill things out all without leaving you know without leaving slack um and even without leaving your email client so i'm showing how you could go through this inside of process street but this is kind of only one uh one interface version for the workflow run we want to make it super easy for you know folks to get through their work wherever is most convenient for them so uh in this example i'm going to see a introduction to the next set of steps um and what we have here is just a nice embedded image with a little guidance from our company's general console on the importance of non-compete agreements so i can take a look at this and this is kind of consume only info i can just look at this and move on to the next task so this task we're going to send bob a contract using our native integration with docusign and all i need to do here to make this happen is complete this task and our docusign automation is going to do the rest of the work behind the scenes populating the document with the right info and sending the agreement over to the new employee so right after i click that complete task button notice how the automations icon here is spinning and that's showing that process street is communicating with docusign and we're going to see the check mark icon that confirms that the automation is complete and the non-compete was sent over to the new employee so i can actually jump over to my email tab here and show what this is going to look like for bob so bob is going to get a uh an email here it looks like it's come through from docusign and here's this uh um email coming in i can go ahead and click review documents and i think i can click continue right here and now i'm looking at the contract and docusign so this is what this is what bob would see this can be any kind of contractor agreement whatever you'd want to send through using docusign you can do this once or a dozen times or send them to different parties really flexible on you know basically whatever whatever docusign can do you're able to configure inside of inside of process street to kick that off so uh one thing i want to point out here is notice how within the contract that we've sent over we've got some info already filled into the contract here and this is because our integration allows us to pass data back and forth this is all variable data based on what we're sending in from process street so we already know that can be you know process street data can be populated based on uh data coming in from other platforms like salesforce our hiring platform uh so you'll notice as we go through this a theme is nobody's copy pasting we've dramatically increased speed and cut down on our room for error by just allowing data to flow through from system to system securely uh nobody has to type the same thing twice or copy this from here and open open this other application and paste it into here where we're building out a streamlined process here and there the humans in the loop are doing as little as possible and uh we're able to just create a lot of efficiency that way and you might think it takes you know this might take longer to set up um really it's not too bad this is all like i said no code so none non-developers can typically set up all of this and on top of that we've got some great professional service folks here at process street who can help out with some of this even build out the whole thing for you in cases if that's what you're interested in so we will go back to process street here i'll go back to the process street app and we should now be on step seven it looks like we are and in step seven we are sending bob a welcome email and asking him to uh make some selections for us he's gonna select a computer and cell phone you can see we've got an email here all pre-written ready to go and we've even got some dynamic data pulled into here we've got it looks like uh the start day and we've we've got his email address and name already so all we have to do is open uh push send here that's gonna open up the email browser uh in a new tab and i can send this out right here if i want to adjust something or edit it i can do that too and i'll click to send to send this out and again nobody's copy pasting making things a lot faster for the humans in the process and really cutting down on the opportunity for for mistakes and inconsistency so uh i will not send this since bob is uh bob doesn't exist and this would probably go nowhere but uh for the sake of the demo i will you i will grab this uh link right here because we've got a link to a process street url in this email and i want to show what bob is going to see when he clicks that link because this is a nice example of process street's guest user experience so i will go ahead and open a new a new window in incognito here so i'm not logged in to process street so we can see this experience for someone who's never so i will go ahead and open a new window in incognito here so we can see what this is going to look like for bob uh since i'm already logged in to process straight we want to see what it's like if you're not and again this is the experience for someone who's never seen process street never created an account uh they're just clicking the link that you sent over to them and we can see here bob's gonna see this step in the workflow that we want him to right now he doesn't see any of the any of the other steps in our workflow we've only made this one task right now available to him through this link so he can come in and we can get any uh any of the introductory content we want again we can add videos or images here if we want to jazz up this welcome a little bit um really easy really intuitive for him to come in and see what he needs to do and he is actually going to uh select a we've asked him to make some equipment selections for our it team obviously we want to get him set up and ready to go before his first day no one wants to show up without a computer to type on so he can do this and he can see what to do to complete the task and he completes that and that's it nothing more for bob to do so i can close this window i'll head back to our main workflow here and we can see um after i've already completed this task when i sent him the email obviously and great so we can see here we have a task um that is jump back over here that should be completed yep that is actually comple now we see this is completed bob went through and did this so that that completed automatically without us doing anything and we can actually see his his selections right here now and this next task we can see that will uh who is our it specialist he's now been notified of the new employee equipment selections so he got this task uh and uh as a as a notification and his email and slack and um is it and in process straight he's able to see that he has some he has some tasks to complete now and uh he's going to prepare the equipment for the new employee and again we can see we've actually pulled bob selections over into this task as well so that's a good example of pulling data from one part of your one part of your workflow to the other you've got something selected or decided already there's no need to copy it over there's no need to tell will to go over here and look this up it's just pulled in automatically for him so will's uh will's step and will's work goes a lot faster too so he's able to get in here and take a look at this and um go ahead and confirm that he's we've just got some check boxes here that is asking him to confirm that he's got this prepared so once will gets uh gets our friend bob's equipment set up he can go through check those off complete the task and as soon as will completes that task our director of hr who is jalen washington is notified that he needs to come in and do some reviews and approve some important tasks approvals are a big part of process street and so you can see here we've got some approval mechanics built right into this task so what jalen could do is come in he can approve these one by one he can reject them he can reject them with comments and look through kind of click into these if he wants more detail on the specific task but basically this is putting these tasks in front of our um our approver and and asking him here to go through and approve them or reject them and he can also approve or reject or reject with comments in bulk so on a task like this where you have a few different uh a few different approvals being asked at once uh he can he can take a look and approve all of them so um let's see he will go through and approve these and by the way you can also uh he could also go through and do those approvals using the slack app um and he could do those approvals approvals entirely within slack just like we did here or he could do those within his email without even opening without even he'll have to open the email but without even leaving his email client he can go ahead and approve things in there too and see everything we just saw so we've made it all the way through our sort of pre-pre-set up for bob and now we are ready for bob's first day and you can see we have a new section here that is all about bob's first day and we're starting to assign him some tasks here as well so um let's see what we're gonna do here first so um right here this is just one last uh one last bit of info and inspiration for our uh hr for our hr manager letting you know letting them know that we've made great progress so far this is a little message from jalen and by confirming this i'm confirming that we're kicking off the next step here and then these are again we've got these uh these task dates assigned conditional to relative to when we set bob's first day so i believe that the first day we set was december 7th and so that's why we're seeing this due date here for december 7th and we are also seeing that this is assigned to bob automatically and if you remember a few steps back bob was a guest member in our account now he's on the team he's a full member that means he can now start getting these tasks in his email and slack app as well so these are gonna be right there waiting for him when he fires up his new computer which he already selected um but again he's still even though now he's a full member in our process street account he can still only see the tasks that are assigned to him and isn't able to edit or get visibility into anything that uh the the folks designing this workflow didn't intend for him to see so we're gonna start off our day one onboarding and here on step 12 bob is being welcomed to the team and presented with a few onboarding videos from our leadership we've got our ceo um and looks like our svp here notice this second video is uh tailored to the work region i believe the yep the handbook is as well this is tailored to the work region we selected for bob earlier in the process again that's driven by process streets conditional logic feature and this is great because keeps us from having to build and maintain separate onboarding workflows separate processes for you know every different region uh if there's just like a small difference uh if there's just a small difference in the you know the content we want to deliver or the the path we want folks to take we can keep this master blue blueprint we can keep our workflow uh consistent but add these little twists for you know for folks who have uh have different in this case different regions so bob can go through watch these videos you know get a great orientation to the company and he can come in download our employee handbook this is a pdf linked here this could be any sort of any sort of file that you want to attach you can put in a task anywhere you want so bob can get that and he can just come in here too and they're asking them to confirm maybe you know maybe our lawyers wanted to wanted to be sure that he did that so now we've got also a nice record of when he confirmed that he read the handbook because unfortunately sometimes things go wrong and you need to uh you need to revisit that later but that's not gonna happen with bob bob's gonna have a great time with us so we are now in task 13 and bob is also assigned to this one with a due date uh and he has some some more action to take here and it looks like they're asking him to schedule and meet with the group leader for his team and notice how the guidance in this step prompts bob with information again on his work region and the group leader specific to his team again this is all driven by conditional logic by those decisions we made earlier on in the workflow and those decisions that bob didn't even see so we have a task that he can't even interact with in this case that um we've we've been able to tailor the experience that flows down to him later on in his in his onboarding in the tasks he sees so really that really dynamic the way you can change tasks based on activity happening in another one or in another application and so on so this again is just a quick confirmation ask and there's also a field here for any notes we're going to have a great time together and bob can go through and complete this task and we can we're also able to see you know confirm that the information was delivered and when it was uh when it was confirmed by bob and overall a theme you'll notice here is we're not only just creating a better onboarding experience for all these different participants in the process here you're creating a better record of what's happening in your organization you're kind of creating this really rich audit trail of this process so if you need to look into it later on improve things you know something comes up and you need proof of something happening at a specific time you know you've done a lot more than just send them a packet or send them an email with a bunch of attachments you've got like a really rich audit trail for this whole process and it's something that process street is able to to capture as you as you go through so we are going to uh complete that last task so we're gonna jump to uh we're gonna jump to this next one here oh this is a cool one this is uh this step is gonna send a slack message informing everyone this is using our uh this is also using our integration with slack and this is going to inform everyone that bob has completed his onboarding and all i need to do to complete this is uh click click complete here and process streets automation again we see this up here process streets automation is going to communicate with slack and automatically post a message to our uh channel in intercourse letting folks know that bob's onboarding is complete and he is a part of the team and i think if we jump in here yep we'll see that right here so process street bot has came in and let folks know and then the rest of the team can come in say hi and congratulate their their new teammate and again that's using our automation with slack so i think there's one last step here it looks like yep one last step in this before we complete this onboarding process and complete this demo so let's say we have a department head who's maybe a little stuck in their ways even though we've got a great record of bob's onboarding now in process street maybe they have another spreadsheet somewhere that they're asking us to update totally fine we don't have to fight over it we can automatically send data over to a a google sheet over to other systems and uh and and populate some data in other systems if we have some other place where we're keeping a record of of this onboarding and all i really need to do here is click complete task by the way a lot of these where we're just looking at something and clicking complete task you might be wondering like why even push complete task so this is a demo and i wanted to kind of show how that could work and show what we're doing as we take these automation steps but another thing that could happen is this could just be running behind the scenes you could have hidden tasks or hidden steps inside process street that that are doing these automations and bob might not even know that or might bond might not even have to you know push uh or or me on the hr team might not even have to push a push a button here to to stay complete we can just uh we can just have that happen in the background too so that's again that's kind of uh uh something you can grow into if you want to have it like this for now and you know ship an update later that that does this you know more behind the scenes but i will show how this looks and we're gonna see our pop of confetti and completed banner here's letting us know that the overall workflow run was complete and this is going to pop in the link to the spreadsheet that we just updated and we can see it's highlighted right here yep um looks like that's the exact time right now and we've got our newest version of bob smith added over to this uh added over to this spreadsheet so yeah now and again we we've seen that bob smith has now been successfully onboarded to the intercorp team round of applause for bob and all the folks who uh who brought him on through this process and yeah that's the demo uh if any of this looks like it would be valuable to your organization we'd love to show you more you can head to our website at process.st you can book a call with our team you can try the product for free we can even many times build out a custom demo based on your own process and we usually do that free of charge so definitely check it out head to process.st thank you for watching [Music] [Music] you

Channel: Process Street

Views: 176

Keywords: standard operating procedure, sop, process, bpm, business process, saas, b2b, employee onboarding process, process street, employee onboarding, hr processes, hr process, onboarding process, employee onboarding workflow, onboarding workflow, hr workflow, how to build an employee onboarding process

Id: hoorBH6LAsw

Length: 30min 29sec (1829 seconds)

Published: Tue Nov 30 2021