OnBoarding Process

1 | P a g e

Onboarding a New Employee – Manager and Admin Instructions

Table of Contents Overview ........................................................................................................................................................................... 2

Approval Workflow ........................................................................................................................................................... 3

Onboarding Quick Reference ............................................................................................................................................ 4

Begin Onboarding ............................................................................................................................................................. 5

Review Applicants in Kwantek (Manager/Admin) ........................................................................................................ 5

Hire the Employee in Kwantek (Manager/Admin) ........................................................................................................ 5

Go to OnBoarding Link to access EHX and complete Employee Profile (Manager/Admin) ......................................... 7

Employee Completes Registration, Onboarding Interview and eSigns. ......................................................................... 10

Review & Approval of Onboarding, and I-9 requests (Manager/Admin) ....................................................................... 10

Onboarding Approval ............................................................................................................................................ 12

I-9 Approval ........................................................................................................................................................... 12

Admin Review & Approval Process ................................................................................................................................. 14

Other Action Pane Options ................................................................................................................................... 15

OnBoarding Process

2 | P a g e

Overview Kwantek is integrated with the EHX Onboarding Portal which allows you to manage the new hire paperwork process completely online! Managers and/or Admins, have 3-4 steps to complete in the portal. Managers can view all employees assigned to their location and Admins can view all employees and requests for all locations.

All requests for each employee can be accessed in the portal. Requests are transitioned from a status of Incomplete to Approved by Admin giving Hiring Managers the ability to quickly assess where the employee is in the Onboarding process.

High Level Process:

OnBoarding Process

3 | P a g e

TIP For example: If your company does not utilize a Manager approval requirement, skip that section in this document and proceed to the Admin Approval instructions.

Approval Workflow The approval process (workflow) is defined based on the company’s requirements and during configuration of the EHX Company Profile. The Onboarding process in this document defines the approval process beginning with the employee and ending with the Admin. Your company’s process may be different but the requirements for completing the requests will be the same.

The typical approval workflow is:

The Manager hires the employee in Kwantek to initiate the onboarding process. The Manager then completes the Employee Profile within EHX using the Onboarding link in Kwantek to access EHX.

The Employee completes the Onboarding request/interview, reviews, and eSigns it.

The Manager following the employee’s completion of their onboarding request/interview and eSignature, then reviews and approves the Employee Onboarding request. Managers can approve Employee Onboarding requests for only locations to which they are assigned.

The HR Administrator is often a corporate representative that may be responsible for the final approval in the hiring process. HR Administrators initiate, review, and approve Employee Onboarding requests for all locations within the company.

OnBoarding Process

4 | P a g e

Onboarding Quick Reference

This document is a quick reference guide to completing the EHX Onboarding process as a Manager or Admin.

TASK OWNER SYSTEM 1. Review applicants in Kwantek Manager and/or Admin Kwantek 2. Hire the employee in Kwantek

• Select their OnBoarding Location Manager and/or Admin

Kwantek

3. Go to EHX by clicking the OnBoarding link to complete EHX Employee Profile

Manager and/or Admin EHX

4. Complete registration, interview, and eSign by clicking link in registration email

• Employee updates password and enter PIN

• Employee completes interview • Employee reviews and eSigns

requests

Employee EHX

5. Review & Approval of Onboarding request • Uploads IDs and other supporting

documents

Manager and/or Admin EHX

6. Review & Approval of I9 Interview • Uploads IDs and other supporting

documents

Manager and/or Admin

EHX

Note: eSignatures for Managers and Administrators are applied to forms when the Approval action takes place. If the form requires single signature (Manager or Admin), then the first approver’s signature will be applied. If the form has signature lines for both Managers and Admin, then the Manager and Admin’s signatures will appear in the corresponding labeled signature lines.

OnBoarding Process

5 | P a g e

Begin Onboarding Review Applicants in Kwantek (Manager/Admin)

1. Log in and navigate to the Current Candidates page for the job.

2. Review the applicants, conduct interviews, and decide on candidate to hire.

Hire the Employee in Kwantek (Manager/Admin) 1. There are two ways to mark a candidate ‘Hired’—both will direct you to the same hiring page.

1. Using the Status dropdown directly on the candidate’s record.

2. OR mark the checkbox next to the appropriate candidate’s name, then select ‘Mark as Hired’ from the Select Action dropdown.

OnBoarding Process

6 | P a g e

2. Complete the Hire Information, Candidate Status, and OnBoarding sections—including the appropriate action needed for the job—then click ‘Mark Candidate as Hired.’

3. A success message will display.

OnBoarding Process

7 | P a g e

Go to OnBoarding Link to access EHX and complete Employee Profile (Manager/Admin)

1. Navigate back to the Job Listings page in Kwantek and click the OnBoarding link.

Note: If you do not have the OnBoarding link displaying in Kwantek follow steps in link provided: https://kwantek.desk.com/customer/en/portal/articles/2756929-how-to-access-the-onboarding-portal

2. Your EHX/Efficient Forms landing page will appear.

3. Select ‘Requests’ from the left-hand menu and locate the New Hire that needs onboarding completed.

Click on the Green Gear for Request Type ‘Employee Onboarding’ or ‘I9’ (both will need to be done) for the specified new hire.

OnBoarding Process

8 | P a g e

4. The dashboard for the selected item will appear. For Employee Onboarding to complete the electronic interview, click ‘Employee Profile.’

5. Each of the fields marked with a (Required) must be completed. Enter the applicable data in these fields and provide any additional information as needed. Click ‘Continue Questions.’

OnBoarding Process

9 | P a g e

6. On the next page, you will enter all the applicable information about the Position, Payroll, and Paycard. Click ‘Continue Questions.’ Optionally, should any additional questions be required, these will now display and need to be answered by the manager – this will vary by account.

OnBoarding Process

10 | P a g e

7. You have now completed the Employee Profile! Click ‘Save & Exit.’ This will return you to the status dashboard for the new hire’s Onboarding request.

8. This request’s status will be incomplete until the employee completes the interview.

Employee Completes Registration, Onboarding Interview and eSigns. Please see link provided to the Onboarding a New Employee – Employee Instructions Review & Approval of Onboarding, and I-9 requests (Manager/Admin) 1. Navigate back to the Job Listings page in Kwantek and click the OnBoarding link.

Note: If you do not have the OnBoarding link displaying in Kwantek follow steps in link provided: https://kwantek.desk.com/customer/en/portal/articles/2756929-how-to-access-the-onboarding-portal

OnBoarding Process

11 | P a g e

2. Your EHX/Efficient Forms landing page will appear.

3. Select ‘Request Summary’ from the left-hand menu to view the summary page. The page indicates which requests are Pending Manager approval.

4. Click the number link (‘2’ in this example) under Pending Manager Approval status to display those request types ready for review. All Pending Manager Approval requests will be listed for review and/or approval.

Or, Click Requests to list all active requests available for Manager to work.

Note: If your company workflow does not include Manager, skip to Admin Review section below.

OnBoarding Process

12 | P a g e

From the Requests view use filters by clicking the “Request Type” to narrow the results to only see a specific request type. For example, if you only want to see Employee Onboarding request, the filter to only view these can be applied. The various types of Request are as follows:

• Employee Onboarding Request • I9 Request • WOTC Request

Onboarding Approval 5. To Approve the Employee Onboarding request, Click Green Action Gear associated with

the row for the Employee Onboarding Request; Click Approve. The Onboarding request contains the employee’s W-4 and state withholding forms as well as other configured forms. View forms by selecting Forms Tab in the Actions Pane. Note: Some workflows allow for Admin to approve in lieu of the designated Manager

6. Status changes from Pending Manager Approval to Pending Admin Review if your workflow includes

a final Admin Approval.

I-9 Approval 7. To complete the I-9 request/interview, click the Green Action Gear associated with the row for

the I-9 Request. Note: I-9s are provided as part of the Onboarding process. Employment eligibility verification can occur as part of this process utilizing EHX’s integrated solution to EVerify or outside of EHX while still creating the I-9 documentation within EHX. If EHX EVerify is enabled, refer to EVerify-Manual for specific information. The following I-9 approval process does not utilize EHX EVerify.

OnBoarding Process

13 | P a g e

8. Click EHX I-9 (Interview) and complete

9. Enter I-9 document information as requested.

10. Upon providing all required data, click Continue Questions to finish.

11. Click Approve

12. Status changes from Pending Manager Approval to Pending Admin Review if your workflow includes a final Admin approval.

OnBoarding Process

14 | P a g e

Admin Review & Approval Process The Admin logs into Admin account to access employees and requests for final review and approval. The summary page (shown upon login) will indicate which requests are pending Admin review/approval.

If your company does include Admin approval:

1. Click number (‘2’ or ‘5’ in this example) under Pending Admin Approval status to list those request types ready for review. All Pending Admin Approval requests will be listed for review and/or approval.

Or, Click Requests to list all active requests available for Admin to work.

2. Click the Green Gear for employee being hired (Onboarding, I-9, and WOTC, etc.)

Note: If your company workflow for approvals does not include Admin and Manager has already approved, you have completed all requirements.

OnBoarding Process

15 | P a g e

3. Click Onboarding and Employee Profile to review the information completed for an Employee Onboarding Request; Click I-9 to review the information completed in the I-9 Interview.

Onboarding I-9

4. Click Approve for each request type after reviewing the information

Other Action Pane Options Action Pane options are dynamic and change with the status of your request. Some additional actions include: Available Actions:

1. Unsign – Click Unsign to remove employee’s and/or Manager’s eSignature (used to allow employee to log back in to change answers and/or sign again).

2. Prepare for Sign – click Prepare for eSign when you wish to prevent changes to the employee’s data. Request must be at Interview Complete for this action to be available. This action stores document in vault; data is hashed and encrypted; signers are created. Note: Employee must still complete eSign process from their login in order to apply their eSignature to the form(s).

3. Approve – Click Approve after confirming forms are complete and to move request to next approval step.

4. Additional Info Required – Soft Reject that allows a note to be entered with additional actions for Manager

OnBoarding Process

16 | P a g e

or Admin. Sets status to Additional Information Required

5. Application Not Accepted – Hard Reject which can be used to indicate a request is declined (not approved) by the Admin.

6. Request is Active/Inactive – Click to toggle request between active and inactive. (Setting to inactive removes request from active dashboard but can still be viewed by using filters.) An inactive request is designated with a Red Actions Gear.

Interviews: 7. Employee Profile – Use to review, update, and add new hire data available to Mgr or Admin. 8. Onboarding – Click to review and/or update employee interview data prior to employee eSigning. 9. I-9 - Click to complete interview for the processing of I-9 and/or submitting to E-Verify

Refer to EHX_EVerify_Manager AdminProcess for complete instructions if submitting to E-Verify through EHX

Other (See Tabs): 10. Status History – Review status transitions of request (interview completion, eSignature, approvals,

etc.), as well as identification of user who executed transaction

11. Notes – Add or review notes created by Mangers or Admins 12. Signers – Review signer status and history 13. Attachments – Review, upload, or print attachments; print a coversheet to use to fax a document

that will be received as an attachment to the appropriate request. Tips: Uploads allow for multiple documents to be uploaded. Faxes overwrite existing faxes and using a coversheet/fax eliminates the need to scan/save a document to a computer drive location.

14. Forms – View forms displays either a link to view vaulted forms or a list of forms that will be vaulted and eSigned