Scheduling invitations for new hires is a crucial step in the onboarding process. It ensures that your newcomers feel welcomed and have access to their onboarding plans. This guide will walk you through:
Scheduling the first day invitation
Once your onboarding plan is ready, the next important step is to schedule the first day invitation for the newcomer.
Locate the "not scheduled" invitation on the first day of your onboarding plan.
Click on the invitation card or use the "Onboard" button at the top right of your plan. In the modal that appears, set the date, time, and add the newcomer's work email. Don’t forget to write a personalized welcome message.
Click on "Schedule" to confirm. This action will schedule the invitation to be sent at the designated time.
Scheduling a pre-arrival invitation
Before the newcomer's official start date, you can engage them with pre-arrival activities. This is a great way to introduce them to your organization and their upcoming tasks.
If you haven't already, add an activity for the newcomer that falls in the pre-arrival week.
Find the pre-arrival invitation in your plan and click on it. Alternatively, you can use the "Onboard" button or the issue reminder at the top of the plan.
In the scheduling modal, input the newcomer's personal email and craft a welcoming message.
Click "Schedule" to send out the pre-arrival invitation.
Using the Onboard button for scheduling
The "Onboard" button is a quick-access tool that streamlines the invitation process, whether for pre-arrival or the first day.
Click on "Onboard" and select either the pre-arrival or the first day invitation.
Complete the scheduling process as detailed in the previous sections for each type of invitation.
Customizing invitations
Custom messages in your invitations can significantly enhance the newcomer's experience. Take this opportunity to write something engaging and heartfelt, whether for the pre-arrival or the first day invitation.
Tip: Include friendly greetings and pertinent information. Express enthusiasm about the newcomer joining your team.
Managing pre-arrival and first day access
It's essential that newcomers understand how to access their plans, both before and on their first day.
Accessing Pre-Arrival Plans: Newcomers can access their pre-arrival activities through the link sent to their personal email.
They will only be able to see activities before their first day.
The pre-arrival part of the plan can be viewed by the newcomer using just the link they receive via email. They do not need to choose a password or authenticate at this point.
First Day Access Requirements: On the first day, newcomers will need to use the link sent to their work email.
This step requires setting up a password or connecting via Microsoft/Google SSO.
They will then be able to work on their full onboarding experience.
