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Employee Onboarding Guide ​

Include in the body of the offer email. New employees scan the QR code to quickly understand the onboarding process and fill out the onboarding registration form. HR can export registration form data and onboarding materials from the workbench to improve onboarding efficiency.

Basic Information ​

Case Tag Image ​

Instructions ​

Problems Solved ​

For HR: ​

1. Simplify Work: Integrate onboarding documents and process introductions into a single QR code attached to the offer email, avoiding the hassle of uploading multiple attachments with each email. New employees scan the code to view detailed process guides, reducing repetitive explanatory work.

2. Standardize Onboarding Process: If the company hasn't established a basic onboarding process, this template provides an onboarding guide QR code and sample onboarding email images to help you establish a basic process from issuing offers to collecting onboarding materials. Collected materials can be used for subsequent employee social security, tax matters, etc.

If the onboarding registration form is not needed, it can also be used solely as an employee onboarding guide.

3. Electronic Management of Onboarding Materials: New employees scan the code before joining to fill out the "Onboarding Registration Form" and upload materials. HR no longer needs to photocopy or print for them. Data is permanently saved, materials are less likely to be lost, and management is simpler and more efficient than with paper files.

4. Support Data Export and Printing: The onboarding registration form can be exported and printed according to the company's original paper form format, facilitating archiving or signature confirmation.

For New Employees: ​

1. Electronic Onboarding Materials: Before joining, new employees only need to scan the code to fill out the "Onboarding Registration Form" and upload required onboarding materials, eliminating the need to visit a print shop for scanning or copying, and removing the hassle of submitting paper materials on the first day.

2. Enhance Onboarding Experience: Provide onboarding process guidance through the QR code page, helping new employees clearly understand the onboarding steps and reduce confusion due to unfamiliarity with the process.

Usage Tutorial ​

1. Modify the Template to Generate a QR Code ​

1. Open the Template and Modify Content: Click 【Use Now】 to enter the template editor page. Replace the company logo, address, onboarding process, registration form content, etc., in the template with your company's actual information.

  • Content Suggestions: For a concise page, content should not be too long. If there are documents like attendance policies or employee handbooks, they can be uploaded to the QR code page for new employees to download and view.

2. Generate QR Code: After editing, click the 【Generate QR Code】 button.

2. Using the QR Code ​

1. Send with Offer Email: Save the generated QR code image. Paste the QR code image into the body of the offer email and send it to new employees. Upon receiving the email, new employees can scan the code to view the onboarding guide and fill out the registration form.

2. Post in the Company: Download and print the QR code and post it in conspicuous locations such as meeting rooms or the reception desk. If new employees haven't filled out the registration form in advance, they can scan the code to complete it on their first day.

3. Send via WeChat, etc.: HR can send the QR code page directly to new employees via WeChat. Click 【•••】 in the upper right corner of the page and select 【Forward to Friends】.

3. Updating QR Code Content ​

  • Edit Anytime: If necessary, such as when the onboarding process changes or the company address updates, you can modify the QR code page content at any time; the QR code pattern remains unchanged.
  • Reference Tutorial: For specific operations, refer to Editing and Modifying QR Codes.

4. Using Onboarding Registration Form Data ​

1. Export and Print Registration Form:

  • Download Form: If company policy requires a paper onboarding registration form, you can download and print the PDF file from the workbench.
  • Custom Format: If the company's paper form has a fixed format, you can also set up a data export template to automatically generate forms that meet requirements according to your company's fixed format.

Advanced Applications ​

1. Registration Form Approval:

  • Enable Approval Function: Review the content filled out and uploaded by new employees to ensure accuracy.
  • Request Revisions: If information is incorrect, it can be sent back for the new employee to correct.

2. Restrict Filling Permissions:

  • To prevent new employees from filling out the registration form repeatedly, limit the number of times each person can fill out the form to once.

  • To prevent unrelated individuals from filling it out, set the form's filling permissions to allow only company members or specified identity groups to fill it out.

3. Export Attachments: The Employee Onboarding Guide QR code template is free to use. Form data filled out by employees can be downloaded, but exporting file content is not supported.

After employees upload materials, if you need to download file content such as employee ID photos, medical reports, academic certificates, etc., it is recommended to purchase the Flagship Edition, which allows exporting files, audio, video, and other multimedia content when exporting data.