Add A Staff Member And Run Onboarding

Bringing someone on board in Veona is two joined-up things: creating the employee (which also provisions their login and fires an invite) and then running their onboarding checklist — a standard list of steps for a new starter. The clever part is that the “system” steps on that checklist watch the account lifecycle and complete themselves: as the new colleague logs in for the first time, enrols two-factor and sets their eSign PIN (eSign PIN = the 6-digit personal code that signs documents), the matching tasks tick green on their own. You only ever hand-tick the human steps. We’ll follow Tunde, an HR Officer, onboarding Grace, a new ward nurse.

Who / when: the HR Officer or HR Manager, the moment a new hire is confirmed and you have their name, work email and the role they will fill. Note that adding the person and granting a role are deliberately separate permissions — an HR user creates the person; only an Administrator assigns or changes the role.

The main path

1. HR Officer — open Human Resources → People & Org → Add Staff. A short guided form opens for the new person.
2. HR Officer — fill in their name, work email (this is where the invite is sent, so get it right), phone, department and job title, then choose the role, and select “Save”. In one step Veona provisions the user (in an invited state, no password yet), attaches the facility membership, and records the role. This reuses the proven, fully-working staff-invite seam — there is no separate “create account”.
3. HR Officer — open Human Resources → People & Org → People, select Grace’s row to open her employee profile, and choose the “Onboarding” tab.
4. HR Officer — select “Start Onboarding”. Veona seeds the standard steps — Account Invited, First Login Completed, Two-Factor Enrolled, ESign PIN Set, Employment Contract Signed, Position And Grade Assigned, Bank Account Captured, Workspace And Equipment Provided, Policies And Handbook Acknowledged.
5. Grace — when she follows her invite email and completes first login, enrols two-factor and sets her eSign PIN, the matching system tasks complete automatically the next time the checklist is opened. You do nothing for these.
6. HR Officer — hand-tick the human steps as they happen: on a Manual task such as “Workspace And Equipment Provided”, select “Mark Done”. When every task is complete, the checklist shows as fully complete.

Note

A system task and a manual task behave differently. System tasks (first login, two-factor, eSign PIN, contract, bank) reflect the account lifecycle and complete themselves — Veona will not let you tick them by hand. Manual tasks are the human steps you tick yourself. Each task is labelled System or Manual so you always know which is which.

Tip

You do not have to start onboarding manually for a recruitment hire — converting an accepted offer already does it for you (see “If the staff member came from recruitment” below). Use “Start Onboarding” for people you add directly.

Other ways this goes

If the staff member came from recruitment

1. HR Officer — when you convert an accepted offer with “Convert To Employee” on the Application Detail, Veona creates the employee through the same invite seam as Add Staff (never a second path) and starts the onboarding checklist for you in one step.
2. HR Officer — open the new employee’s “Onboarding” tab under Human Resources → People & Org → People and you will find the checklist already seeded and running — pick up the manual steps from there.

Blocked: a checklist of that kind already exists

1. HR Officer — if an onboarding checklist already exists for this employee (for example because the recruitment convert created one), “Start Onboarding” is disabled and the server refuses a duplicate.
2. Open the existing checklist instead of starting a new one — there is one onboarding checklist per employee, and one offboarding checklist, by design.

Manually completing a non-system task

1. HR Officer — for any Manual task — “Workspace And Equipment Provided”, “Policies And Handbook Acknowledged” — select “Mark Done” once it is actually done.
2. If you ticked one by mistake, select “Reopen” on the same row to set it back to pending. Your name and the time are recorded against the completion.

Start an Offboarding checklist

1. HR Officer — when someone is leaving, open their profile’s “Onboarding” tab and select “Start Offboarding”. This seeds the leaver steps — Account Access Revoked, Equipment And Assets Returned, Final Payroll And Settlements Cleared, Knowledge Handover Completed, Exit Interview Conducted.
2. HR Officer — work down the list with “Mark Done” as each is handled, so a departure is as orderly and auditable as an arrival.

What happens next

Grace’s onboarding now runs partly on its own: every time you open the checklist, Veona re-checks the account lifecycle and ticks any system step she has just satisfied, so the list trends towards complete without nagging. Once she has signed in, secured her account and (where applicable) signed her contract, the only steps left are the human ones you tick. The next guide opens up her full employee profile — the encrypted bank account payroll needs, and the branded employment contract that satisfies one of these very onboarding steps.

Follow the trail

• Previous: Issue An Offer And Convert To Employee
• Next: Maintain Employee Profiles And Contracts · Complete Onboarding As A New Employee
• Related: Issue An Offer And Convert To Employee · Maintain Employee Profiles And Contracts · Record Credentials And Track Expiry · Complete Onboarding As A New Employee