Common Practice Guide | Manager's Guide to Onboarding

Once you've used the Applicant Tracking System (ATS) to find the right candidate for a position, you can convert them into an employee with just a few steps.

💡Good to know: This article is a part of our Common Practice Guide. See all of our user guides here.

AllianceHCM tips: Keep an eye out for tips from our experts!

Onboarding Initial Push to New Hire

This process pushes out the new hire documentation to your employees. Here’s how to access the Applicants section of AllPay:

1. Log in to AllPay and make sure you are looking at the correct company.
2. Open the Onboard menu from the top navigation of your dashboard.
3. Select Applicants.
4. Click on the name of the desired candidate to open their profile.
5. Choose Onboard Applicant from the drop-down menu next to their name.
   
6. The New Onboard User wizard will open with five screens of information you need to complete.

Screen One

A screen will pop-up with the applicant's Basic Information. The information will be auto populated from the applicant's record in the Applicant Portal. Each applicant will complete the employment application.

AllianceHCM tip: You may need to add an email address and hire date for the initial setup, but you can skip the SSN field because you likely won't have it at this point.

Review the Basic Information on page one and click the Next button at the bottom of the window.

Screen Two

The employee's MyPay user name is auto generated by AllPay, but you can change the name if necessary. When you're done, click the Next button. You can also return to the previous information screen with the Previous button.

Screen Three

The Cost Centers information will need to be updated or verified, depending on what information may be pre-populated with details about the position. Click the Next button to advance to the next step. You can also return to the previous user name screen with the Previous button.

Screen Four

Enter the Rates of Pay for the new employee. Use the Base Rate row to enter their base pay (pictured below).

AllianceHCM tip: If the employee is salaries, you need to enter the salary amount per pay period, NOT their annual wage.

Click Next when finished. You can also return to the previous cost centers screen with the Previous button.

Screen Five

Review the information on the Review & Save New Onboarding User screen for accuracy. When you're done, click the Save Onboarder button. To make changes, use the Previous button to go back to previous screens in the wizard.

After You Save

Now that the record is saved, you will need to send the new hire their onboarding access information. Click the Send Enrollment Email button at the bottom of the New Onboard User screen, and AllPay will email them their welcome letter and access information.

AllianceHCM tip: If your onboarder doesn't see the email in their inbox, make sure they also check any spam folders so they don't accidentally miss the onboarding invite.

You have now completed the setup and delivery of your new employee’s onboarding information.

Onboarding Post Employee Completion

When the new employee has completed their onboarding information, you will need to complete your portion of the onboarding process on the Portal User page. This is accomplished in three steps:

1. Certifying their I-9
2. Completing the form
3. Converting them to an active employee

How to Certify a New Employee’s I-9

A part of the Onboarding system includes the federal Form I-9. The new employee will complete the first page of the I-9 prior to their first day of employment. Within the first three days, the employee is required to present “physical” supporting documentation to complete the employer portion of their Federal Form I-9 in the AllPay system.

When the employee shows you their documentation, complete the following steps:

1. From your dashboard, open the Onboard menu and from the Onboarding column select Users.
2. Select a user from the Onboarding Users list and click on the Certify I-9 button.
   
3. The I-9 Detail screen will open. You need to complete Section 2 (see screenshot below). Examine one document from List A OR examine one document from List B AND one document from List C, and record the title, number, and expiration date, if any, of the document(s).
   
4. Once you have completed recording the appropriate information, enter the employee’s first day of employment.
   ​
5. There are some List Documents that are required to be uploaded if an E-Verify case is being created.
   
6. Then certify that the I-9 information is accurate by selecting the certify checkbox. Your AllianceHCM information will populate the record.
   
7. Click the Save button to complete. You can also go back by clicking the Return to Portal Users button.

How to Convert a New Hire to an Active Employee

Once all work has been completed on the new hire's Portal User record, they are ready to be converted to an active employee. Do the following to complete this process:

1. Select the new hire on the Portal Users page.
2. In the User Details section, click the Convert to Employee button.
   
3. The New Employee screen will open and show all of the completed new hire's onboarding information. Review the information on the screen for accuracy and make any appropriate additions and/or edits.
   
4. Click the Save & Create Employee Record button to activate the employee.

You have now completed the onboarding conversion process. If any future edits need to be made, they will be handled by your company’s AllPay administrator.

Video Resources

Click below to watch a training video on Onboarding Employees (or view the video at this link):

Want to learn more? Click here to view another section in AllianceHCM's Common Practice Guide or view all of our user guides here.

Remember, if you have any questions or need additional help, you can always reach out to AllianceHCM experts by phone at 281-875-1818, or you can contact your dedicated Customer Service Representative (CSR), who is listed on your AllPay dashboard. We’re happy to help and look forward to supporting all of your payroll and HR needs.