Onboard an employee from start to finish

An employee needs three separate things: a personal account, team membership with a role, and an employee profile. The role grants access; positions on the profile organize HR and operational work. Creating only one of these does not complete onboarding.

Requirements#

• The Agency plan with HR enabled.
• Permission to manage and invite the team, assign roles, and create employees.
• An agency office, because Office is required on the employee profile.
• The exact personal email of the person who will use the account.
• A prior decision about role, positions, hire date, holiday allowance, and monthly company cost.

Do not share an account between employees or put salary information in a profile visible to people who should not see it.

1. Register the account#

Ask the employee to register and verify their email before starting the goal. The guided flow does not create the account for them.

1. Open Dashboard > Pending Tasks.
2. Select Onboard employee.
3. Enter the exact registered email.
4. If Holidario reports that it is not registered, copy the registration link and wait for the person to finish that step.

Do not substitute another account with a similar name. The goal is tied to the identified email and user.

2. Invite and wait for acceptance#

1. In the goal, use the Employee invitation sent action.
2. Ask the person to follow Register and accept an agency invitation.
3. Wait for Wait for employee to accept invitation to complete.

A pending invitation can be sent again after the displayed waiting period. Do not create repeated invitations while that timer is active. The plan's member limit and existing active membership prevent sending.

3. Assign the role#

Open Assign employee roles and choose the narrowest access that permits the actual job, such as front desk, cleaning, or management. Review roles, positions, and access before combining roles.

The step completes when the member has at least one role, but the real check is to sign in with their account and verify one permitted action and one denied action.

4. Create the employee profile#

From Create employee profile:

1. confirm the preselected User;
2. enter Nickname and select Office;
3. set the Hire Date;
4. choose one or more Positions;
5. enter a six-character Color (Hex) without #;
6. leave Status as Active if the person can start working;
7. review Paid holiday allowance;
8. enter Monthly company cost; add notes only where appropriate;
9. save and open the resulting profile.

A user can have only one employee profile in the team. If they do not appear under User, they are not an active member, are disabled, or already have a profile.

5. Finish onboarding#

The goal reaches 5/5 and hides itself after detecting the registered account, invitation, membership, role, and profile. Then:

1. configure schedules and time off if the agency manages them in Holidario;
2. grant specific resource authorizations where the role is not account-wide;
3. ask the employee to sign out and back in;
4. complete a first task using their own account;
5. record the access owner and review date.

Errors and recovery#

• Email not registered: the person must finish registration and verification first.
• Already on the team: do not start another goal; review the existing role, status, and profile.
• Invitation throttled: wait the stated number of minutes before resending.
• User absent from the profile form: confirm acceptance, active team, and that no profile already exists.
• No office is available: create the agency office first.
• Positions rejected: select at least one listed position; free-form positions are not accepted.
• Colour rejected: use exactly six hexadecimal characters.
• Wrong menus are visible: correct the role; changing a position does not change permissions.

For later suspension, termination, or access removal, follow your team's offboarding procedure. Changing the employee profile status is not a substitute for disabling team access.