Onboarding Review

Onboarding Review shows which new staff have finished onboarding, what's still missing, and which steps hold staff up most. Use it to follow up staff, check they're ready for payroll and have been paid, and send welcome letters.

This guide covers how to:

1. Choose which staff to review.
2. Follow up staff, and find the steps holding them up.
3. Check staff are ready for payroll.
4. Track your business tasks: each new starter's welcome letter, pay cycle and first pay.
5. Send welcome letters and export the results.

For how onboarding works for staff, see Onboarding.

Open Onboarding Review

Navigate to Menu > Settings > Employees and click the Staff Added box, which shows how many staff were added in the last 30 days.

A manager limited to their own Locations only sees the staff they manage.

Choose which staff to review

Under Staff by start date, choose a Started period and click Apply. Staff are grouped by their start date, not when their profile was last changed.

• Last month, which the page opens on.
• Yesterday, Last 4 days, Last 7 days, Last 30 days or Last 3 months.
• Starting in the next 30 days, to prepare for upcoming starters.
• Everyone still outstanding: staff who started in the last 12 months, or start in the next 30 days, and still have a step or a business task outstanding.
• Custom: enter a From and To date.

At the top, you can also narrow the report to a Group, or to staff Added by one person. Then click Apply.

Exclude staff or steps

Exclude staff leaves people out of the tables, totals, graph and CSV: No longer active, Never started, Fully onboarded, Never sent a welcome letter, No valid email, Unsubscribed from email or Reminders finished. Tick as many as you need, then click Apply.

Exclude steps leaves onboarding steps out of the progress and percentages, such as a profile picture you don't need. It doesn't remove the step from what staff are asked. Not Payroll Critical, at the top of the list, leaves only the steps payroll needs, and the Pay cycle business task. Type in Search to find a step.

Read the summary and completion graph

• Staff started: the staff in the period you chose, after exclusions.
• Fully onboarded: how many, and what percentage, have no steps outstanding. Business tasks don't count towards it. With Everyone still outstanding, this shows Steps outstanding instead: the total number of unfinished steps.
• Never started: staff with every step still outstanding.
• Never sent a Welcome Letter: active staff with an email address who haven't had their letter. This counts everyone you manage, whatever period you chose, because Send to all sends to all of them.

Completion by month shows, for each of the last six complete months, how many staff were added (the line) and what share of them are Fully onboarded, Part way, Never started, or Never invited because they haven't been sent a welcome letter. It ends two months back, to give recent starters time to finish, and ignores the period you chose.

Follow up staff with By Employee

By Employee lists each employee, with the most steps outstanding first. Each row shows their Start date, who added them, the Days since they started, their Progress, the Employee tasks they still have to do, the Business tasks left for you, and which Reminder email they're up to, such as "3 of 12".

Tags under an employee's name show which of the Exclude staff groups they're in, such as #not_started or #nudges_done once their reminders have finished. Hover over a tag or step to see what it means; each one is listed in What each tag, step and business task means. To find one employee, type in Search.

Microkeeper sends staff who haven't finished a reminder email every second day for 24 days from their start date, so a row showing "Finished" won't get more. Follow them up yourself.

To send one employee their welcome letter, click Welcome on their row.

Find the steps holding staff up with By Field

By Field lists each onboarding step asked of the staff you're reviewing, with how many still have it Outstanding, how many it was Asked of, and the Outstanding %, worst first. Some steps are only asked of some staff: a work rights check, for example, is only asked of staff who need one. The business tasks, Pay cycle and First pay, are listed here too, with the type Business task.

A step near the top for many staff, such as the super fund, is worth explaining to new starters before they begin.

By Manager groups the staff by who added them, so you can see which managers' new starters need follow-up.

Check staff are ready for payroll

1. Under Exclude steps, choose Not Payroll Critical.
2. Under Started, choose Everyone still outstanding.
3. Click Apply.

Anyone still listed is missing something payroll needs: their date of birth, address, tax file number declaration, tax file number, bank account, super fund or member number, or they aren't in a pay cycle. First pay is left out of this view, because being paid is the result of being ready, not something payroll needs. So is Welcome letter.

This view leaves out gender, but super payments are rejected for staff without one. Also check each employee has a gender on their profile.

Track your business tasks

Business tasks are the parts of onboarding that are yours to do, not the employee's. They show in the Business tasks column on By Employee. The employee isn't reminded about them, and they don't change the employee's Progress.

• Welcome letter: the employee hasn't been sent their Welcome Letter, so they haven't been asked to onboard. Click Welcome on their row to send it.
• Pay cycle: shows once you have a pay cycle. The employee isn't in any pay cycle, so no pay run will include them. With one pay cycle, everyone is in it and this task doesn't show. Once you have more than one, each pay cycle pays the staff in its own Group, and you add each new starter to one. Navigate to Menu > Manage > Groups and tick them into the pay cycle's Group under Employee Allocation. See Groups.
• First pay: shows once you have a pay cycle. The employee hasn't been paid since their start date. It clears when a pay run that pays them is locked with Lock & Continue on the Complete Payrun page. A pay run that's still open doesn't count, and nor does a payslip with no pay on it. See Run a Pay Run.

A task leaves the column once it's done, and the column shows "Nothing outstanding" when they're all done. Their first pay shows Microkeeper had what it needed to pay them, so once they have no employee tasks outstanding either, they drop off Everyone still outstanding. To see which pay cycle each employee is in and the date of their first pay, export the By Employee CSV.

To see only staff who haven't been paid, choose Everyone still outstanding and type "First pay" in Search. To leave a business task out, such as First pay if you don't pay new starters through Microkeeper, choose it under Exclude steps.

Send welcome letters and export results

Next to Never sent a Welcome Letter, click Send to all, then OK. Letters go to up to 250 staff at a time; click it again if you have more.

To export, click CSV on By Employee or By Field. The file follows the filters you've applied. The By Employee file lists each employee's Employee tasks outstanding and Business tasks outstanding. Once you have a pay cycle, it also has their Pay cycle and the date they were First paid.

What each tag, step and business task means

Hover over any tag or step on By Employee to see these explanations.

Tags

Steps

Business tasks

Onboarding Review troubleshooting

Guides related to Onboarding Review

• Onboarding
• Add an Employee
• Import Staff
• Custom Fields
• Groups
• Run a Pay Run