Create consistent, personalised onboarding processes for new joiners with onboarding policies. Use conditions to adapt tasks based on job catalog, workplace, or legal entity, and track their progress from a single Kanban board.

Overview

The Onboarding section in Settings lets admins create and manage onboarding policies for new employees.

A policy defines the steps, tasks, and owners that a new joiner goes through during onboarding. You can use conditions to make the same policy adapt to different job catalog roles, workplaces, or legal entities.

Task statuses also reflect whether the required action has actually been completed in Factorial. This gives admins a more reliable view of each person's onboarding progress.

How to use

Create an onboarding policy

1. In your sidebar, go to Settings
2. Open the Employee onboarding section
3. Create a new policy
4. Add the steps and tasks that new joiners need to complete
5. Assign an owner to each task, where applicable
6. Use variables in tasks when you need the content to adapt to the new joiner
7. Save the policy
8. Assign the policy to the relevant new employees

You can also create a policy using a template or generate one conversationally with ONE.

Add conditions to a task

Conditions allow one onboarding policy to adapt to different employee profiles.

Conditions can be based on:

• Job catalog
• Workplace
• Legal entity

For example, you can create an Upload driver license task that only appears for drivers. You can ask ONE to create it just for drivers, and it will only apply to new joiners whose role is Driver. Everyone else skips it automatically.

How to add a condition

1. Open the onboarding policy.
2. Ask ONE to create the task you want.
3. Tell ONE who the task is for and specify the condition, for example, "just for drivers".
4. Check the task ONE created.
5. Save the policy.

Steps don't use conditions. They use time-based triggers, such as when the employee enters the flow, on their first day, or when the mandatory tasks from the previous phase are completed.

Track onboarding progress

You can track onboarding progress from the onboarding policy or from Organization > Activity.

From the onboarding policy

1. Open the onboarding policy.
2. Select View onboardees.
3. Check the personalised onboarding path of the employee in the Kanban.

If a task can't run, for example because the assigned manager no longer exists, the task is flagged in red on the new joiner's timeline instead of being created normally.

Open the new employee's card to see what went wrong and how to fix it, such as reassigning the task to a current manager.

FAQ

1. Can I create a different onboarding policy for every team?
   Yes, but this is not necessary when most of the onboarding process is the same. Instead, use conditions to adapt a single policy based on job catalog, workplace, or legal entity.
    
2. Does checking a task mark it as completed?
   No. A task is considered completed when the underlying action has actually happened in Factorial. For example, a document task is completed when the document has been signed.
    
3. Can tasks use variables?
   Yes. Variables can be used in tasks to personalise onboarding content for each new joiner.
    
4. Can I create an onboarding policy without starting from scratch?
   Yes. Policies can be created from templates or generated conversationally with ONE.
    
5. How can I see who needs attention during onboarding?
   Use View onboardees from the onboarding policy or go to Organization > Activity to review onboarding activity.