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Onboarding

Onboarding Checklist​

When a new employee joins the organisation, an onboarding checklist is automatically applied to their profile. The checklist contains a series of tasks that must be completed by various parties — including the employee, their manager, IT, HR, and other support teams — as part of the onboarding process.

Employees and assigned staff can view their outstanding onboarding tasks by navigating to the Tasks tab in the Approvals and Tasks workspace.

Each task displays:

  • The task name and description.
  • The current status (e.g., Open, In Progress, Completed).
  • Any dependencies that must be completed before this task can be progressed.

Completing an Onboarding Task​

  1. From the ESS portal, navigate to Tasks.

  2. Locate the relevant onboarding task in your list.

  3. Open the task to view its details and any dependencies.

  4. Once the task is ready to be actioned, update the status to reflect completion.

  5. Click Confirm to record the update.

Onboarding Checklist Dependencies​

Some onboarding tasks are dependent on other tasks being completed first. For example, configuring a laptop may depend on an Active Directory (AD) account being set up first. If a task has unresolved dependencies, the system will display them clearly but will not allow the task to be completed until the dependent tasks are finished.

The task view shows:

  • The list of dependency tasks and their current statuses.
  • Who each dependency is assigned to and the target completion date.

This provides full visibility so that all parties are aware of what is blocking progress, without hiding tasks from the assignee.

Note: If a task shows as blocked, check the dependencies listed within the task detail to understand what must be completed first and by whom.

Onboarding Checklists Applicable by School​

Onboarding checklists can be configured to apply to specific legal entities (schools). This means that tasks relevant only to a particular school are assigned only when a new employee is onboarded at that school, keeping the checklist focused and relevant.

School-specific task rules are set up in Dynamics 365 by HR or the system administrator. When configuring a task, the applicable legal entities are specified, and the task will only appear on checklists for those schools.

Configuring a School-Specific Checklist Task (Administrator)​

  1. From the HR dashboard, open Modules ▸ Human Resources.

  2. Expand Task management and click Onboarding checklists.

  3. Select a Checklist.

  4. Click Edit.

  5. In the Company field, select the school(s) this task applies to.

  6. To add a dependency, click Set Dependency and select the task that must be completed first.

  7. Click Save to apply the configuration.