People First: How do I manage onboarding journeys in People First?

People First HR

Overview

This article explains how to view, add, edit, and delete onboarding journeys in People First. 

Journeys are personalised onboarding experiences that guide new hires through the information and tasks relevant to their role. For example, someone joining the sales team follows a sales journey, while a software developer follows a journey tailored to their own requirements. 

The Onboarding Journeys page displays all active and inactive journeys in a table, including whether each journey is currently assigned to an onboarder:

From here you can add a new journey, edit an existing journey or delete a journey.

Prerequisites

  • HR Administrator access is required to add, edit, or delete journeys.
  • Only active journeys can be assigned to onboarders.

Add a journey

Follow these steps to create a new onboarding journey:

  1. Select the menu icon in the top left-hand corner of the window.

  2. Select Onboarding:

  3. Select the Journeys tab:

  4. Select Add journey.
  5. Complete each accordion on the Create journey page:
    1. Journey details. Give your journey a name (for example, 'Sales new starters' or 'Bristol site'). You can also set the journey as active or inactive here.

    2. Welcome message. Tailor your opening message to the onboarder. You can have different messages for different groups, for example an office tour for each location or a note from the relevant department director. To edit the default message, select Edit and type your message in the text box. You can also add a YouTube video link:

    3. First day information. Add up to three useful items, for example what the onboarder needs to bring and where they need to report. Select Add an item and complete the fields:

    4. Personal details. Review the information being collected from the onboarder. Most fields are required by default. Bank details and driver details can be unchecked if they are not needed.

    5. Documentation. Choose which documents the onboarder must download or upload:

      You can add up to 20 documents of each type. Documents are pulled from the document library in the Configuration area. Select the pencil icon to add or remove a document from the journey:

Once an onboarder is enabled, they are directed to a dedicated area within People First where they can register their account and begin their journey. They have restricted access until their official start date, after which full system access is granted:

Edit or delete an onboarding journey

Follow these steps to update or remove an existing journey:

  1. Select the menu icon in the top left-hand corner of the window.
  2. Select Onboarding.

  3. Select the Journeys tab:

  4. Select the three vertical dots next to the relevant journey name.

  5. To edit, select Edit:

  6. Make your changes, then select Finish.
  7. To delete, select the vertical ellipsis, then select Delete, followed by Yes to confirm.

Tips and best practices

A default journey is available so that the Onboarding module is ready to use straight away. When creating your own journeys, use clear, descriptive names so that administrators can identify the right journey quickly, for example, Software developer - London rather than Journey 1. Keep welcome messages concise and relevant to the group, and use YouTube video links to add a personal touch without requiring onboarders to download large files.

Next steps

After your journey is set up, you can assign it to an onboarder when enabling their account. See People First: How do I manually add an onboarder in People First? for guidance on this process.

Related information

 

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