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. Start the goal#

The employee does not need an account: if they have none, they will create it from the invitation link.

1. Open Dashboard > Pending Tasks.
2. Select Onboard employee.
3. Enter the email you agreed with the person.

Do not substitute another account with a similar name. The goal is tied to that email.

2. Invite and wait for acceptance#

1. In the goal, use the Employee invitation sent action.
2. Ask the person to follow Accept an agency invitation. If they have no account yet, they create it with that email and join once they verify it.
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 under Position;
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 4/4 and hides itself after detecting the 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#

• Pending Tasks is still loading: wait for the loading state to finish before starting the goal. If the widget reports a failure, select Try again once, then reload the Dashboard and confirm the active team.
• 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.