Plans are a collection of activities that a newcomer and teammates must complete to have a successful onboarding.

You create plans in a calendar view where you can add, edit, and delete activities. The calendar view is the main place you’ll work with plans, so we’ll spend time in this article explaining everything you’ll see there.

If you’re looking for more information on activities, see our articles on activities for a refresher.

If you already understand the plan calendar view and want to get to work adding and editing plans, see Managing plans.

The calendar shows you an overview of everything you need to know about your plan, starting with information about the newcomer, first day, and teammates at the top.

Newcomer plan

The title of your plan is based on your newcomer’s name. Click on the plan in order to update or change the newcomer's name, job title, work email and personal email.

First day

This is the first day of work for your newcomer. You can click and select a different date on the calendar if your timeline changes. Below the calendar is an option to select the Timezone. If your newcomer is in another timezone, you can select it here.

Teammates

Teammates are other people in your company that may have activities to complete in a plan or that need access to edit and add to a plan. If your plan uses some of our activities for inspiration or is built from a template, you’ll also see a list of roles that you need to assign to teammates. More information about teammates and roles can be found in the articles Add teammates to the plan and Understanding roles.

On the calendar, you can see all of the activities for a plan.

Today tag

The current day will have a black Today tag to help you see where you are in your plan schedule.

Activities

Each activity will have the title of the activity, the assignee of the teammate, the checklist items to be completed, and the number of resources in the activity listed. You will also be able to see if an activity is overdue and any reactions people may have submitted when trying to complete the activity.

Filters

Along the top of the calendar are three filter options. You can change the activities visible on the calendar based on the activity status, the contact person for the activity, or the person the activity has been assigned to.

Bulk edits

There is also an option to select multiple activities at once to make edits by clicking Select activities at the top of the calendar. More information about bulk edits can be found in the Manage activities article.

To the right of every plan calendar, you’ll see activities and templates for inspiration.

Activities

Click any of the activity categories to see a list of prepared activities you might want for your plan. You can drag and drop any of the activities onto your plan.

Templates

Use any of our templates for inspiration or select a custom template to add a group of activities to your plan.

Read our article on Activities and templates for inspiration for more details.

Every plan is set up to have 2 calendar weeks before the start date and 4 weeks after the start date. If your onboarding process requires more time before or after the start date, you can easily add it.

In the top right of the plan calendar, click the ellipses and select if you want to add 4 weeks before or after your newcomer’s start date.

You can also add more time before the start date by scrolling to the top of the calendar, clicking the ellipses, and selecting Add a pre-arrival week.

To add time after the start date, you can also scroll to the bottom of the calendar and click the button Add 4 more weeks.

Only weeks before the start date of a newcomer can be removed from a plan. Scroll to the top of the calendar, click the ellipses, and select Remove this week.

To preview what a plan will look like for assignees, click the eye icon in the top right of the plan calendar.

A new tab will open with a view of the plan activities as they’d appear on a Home page, see View assigned activities for more information.

Once your onboarding plan is ready, it is time to invite the newcomer to the plan. A newcomer will receive an email invitation that contains a link to log into Workleap Onboarding and start using their plan.

In the top right, click Not scheduled.

A dropdown will open for you to fill out your newcomer’s information and set a date for the invitation. For more information see the article on scheduling invitations.