Which settings for the employee portal are made in Onboarding?

The employee portal is the info point for onboardees for all aspects of their onboarding.

This external display is made up of the following elements in our system: Portal settings, Portal articles, portal tasks, correspondence templates as well as the information from onboarding.
This article sheds light on which information from onboarding is used where in the employee portal, what effects it has and where it is displayed.

Information in the onboarding with meaning for the employee portal

Since correspondence templates can also be sent via tasks, details that can be included in correspondence templates are also listed here.
Data marked with ^C can be displayed in correspondence templates using placeholders.

Tab Tasks

Portal tasks that onboardees should complete can be recognized by this symbol:
Portal articles that are available to the onboardee can be recognized by this symbol:
If a correspondence template is stored for a task, you can recognize this by this symbol:

Tab Data

• Personal data
  • Salutation ^C
    In the employee portal, the salutation is as follows:
    • Woman/Man/Divers/no salutation + portal setting for salutation: Hello First name Last name
    • Woman/Man/Divers/no salutation + portal setting for first name: Hello first name
  • First Name ^C
  • Last Name ^C
  • Date of Birth ^C
    If the date of birth is saved, a birthday wish is displayed to the onboardee immediately after logging in to their employee portal - once within 10 calendar days of their birthday.
• Contact details
  • Email (private and business) ^C
    From the 1st working day, emails about new articles or invitations to the employee portal are sent to the business email address.
  • Telephone ^C
  • Address ^C
• Onboarding
  • State
    The state is active as long as the end of the onboarding process has not been reached or you have not ended or paused the onboarding via the buttons above.
  • Organizational unit ^C
    Portal articles and portal tasks are created for each organizational unit. Accordingly, only those can be displayed that correspond to or are above the organizational unit of the onboardee. Correspondence templates are also restricted to the organizational unit.
  • Company ^C
    The company is the sender name for emails that are triggered by the system. See also: System correspondence templates for the employee portal
  • Language
    The onboarding language defines the language in which communication with onboardees takes place. Correspondence templates and portal articles/portal tasks are displayed in the respective language, provided you have maintained them in the language in the system. All displays in the employee portal are provided by us in every available language.
  • Position ^C
  • Reason for Entry ^C
    For task packagesyou can set whether these should be preselected for some entry reasons. The tasks of the package are then automatically loaded into onboarding accordingly.
• Timeline
  • First Working Day ^C
  • Onboarding Process End ^C
• Responsibility ^C

Tab Additional Information

If you are sending onboardees forms via the employee portal, you can see the onboardees' responses in this section.

Tab Attachments

If Onboardees upload attachments via the employee portal, you will see them in this section. You can recognize attachments that have been received via the employee portal by the label/badge on which Employee portal is displayed.

Tab Employee Portal

• Invite / Reset portal access / Withdraw invitation
  You can control access to the employee portal for onboardees via the buttons in the upper area.
• Portal Access
  • Username
    Here you can see the username that the onboardees have chosen.
  • Employee Portal Configuration
    These are the technical/design settings for the employee portal. Portal settings control information such as logo, control element color, welcoming article, address, etc. You probably choose them for each company that works in your system.
  • First Working Day
    • Date
      A countdown to the first working day is displayed in the area Discover above all content in the employee portal. The date is also listed there again.
    • Time
      The time is displayed in the area Discover above all content in the employee portal.
    • Location
      The location is displayed in the area Discover above all content in the employee portal.
    • Hint
      The hint can be folded out and is displayed in the area Discover above all content in the employee portal.
  • Displayed Portal Articles
    All portal articles that the specific onboardee can see are displayed here. If you have the permission to create portal articles, you can click on the link and you will be taken directly to the respective article where you can customize it. The changes to the portal article will be visible to all onboardees immediately after saving.
  • Contact Person
    • Display Contact Person
      If Yes is selected here, a contact person for the onboardee will be displayed in the employee portal in the Contact area.
    • Contact Person
      The following information from the user is displayed in the Contact area of the employee portal: Picture, first name, last name, telephone number, and e-mail address.
      If no phone number is stored in the user, the mobile number is displayed.
  • Displayed Portal Tasks
    All portal tasks that the specific onboardee can see are displayed here. If you have the permission to create portal tasks, you can click on the link and you will be taken directly to the respective article, where you can customize it. The changes to the portal tasks are immediately visible to all onboardees after saving. Onboardees see the portal tasks in the Tasks section of the employee portal.

Tab History

In the history you can see, among other things, what has happened to the employee portal in the past. For example, employee portal access was reset or invitation to the portal was sent.