Public

Overview

Once an applicant accepts their offer online and completes the information you require from them in the new starter form, they are directed seamlessly into the onboarding portal.

The purpose of the onboarding portal is to provide new employees with relevant information about their new employer that will assist them in their onboarding process. The portal is essentially a mini website that can contain multiple pages of information that showcase what the employee should be made aware of during the onboarding process. The aim is to keep the new employee engaged and learning about their new employer even before they put their first step through the door. Typically the content within the portal contains information about the new employer, such as a welcome video, staff benefits, office locations, contact details etc... it's up to you!

You have the choice of either creating your own or basing it off a PageUp template. These are both explained in more detail below. Please contact PageUp to discuss setup costs associated with all options below.

Option 1 - Build it yourself

Do you have a great in-house website/marketing team that likes to get their HTML/CSS/Javascript hands dirty? This option will suit you.

Our Onboarding Portal content management system can be easily found within the PageUp system settings. We can even get you started by providing an onboarding portal template that can be modified further to suit your specific requirements.

You will need to have a working knowledge of HTML, JavaScript and CSS. Custom fonts are not supported within the onboarding portal. A custom font is defined as one that is not available without extra installation on a PC. We also recommend an overview meeting with one of our website developers prior to commencing work on the portal.

1. Where to start?

Firstly, you need to decide on the design of the onboarding portal. This will include the layout and design of the header and footer images, where the menu system will be placed, and where you would like the content to be placed. You will likely need to consult your internal marketing team for ideas and approval. The PageUp team will provide you with a standard portal template that could be presented to your internal stakeholders, providing them with more context and assisting with design considerations. The internal conversations should result in a portal mock-up that will guide your web/marketing team.

2. The Task list

An important section of the onboarding portal is the Task List. This will pull a predetermined list of tasks that the new employee will be required to complete at various stages, for example: before they commence, on day one, during week one. You will need to be mindful of where you would like to place the task list within your portal. You may only require the task list to be displayed on the home page and this can easily be achieved by creating different page templates.

3. Mobile optimisation

Being able to access mobile optimised websites on your mobile device is a given these days. We want your employees to have a great experience accessing the onboarding portal on their mobile device, whether it is on their mobile phone or tablet. Please be mindful of this when creating and testing your onboarding portal.

4. Ready to build

Once you have agreed on the look and feel of the portal, you are all set to start building. There are three components that support the creation of content within the portal.

1. Onboarding Portals Layout (Formerly CMS Settings)

1. From the side menu, click System settings
2. Search for then click Onboarding Portals Layout (Formerly CMS Settings)
3. Click New
4. Complete the following:
   • Title
   • Header
   • Merge fields- The following merge fields are specific to the global page content and should only be used within the header and footer:
     • {PAGERESOURCES} - this is used to include the global JavaScript and CSS content. Should be used in the section of the header content
     • {PAGETEMPLATEHEADER} - this is used to include the header content defined in the selected page template
     • {PAGETEMPLATEFOOTER} - Used to include the footer content defined in the selected page template.
   • Footer
   • Styles
   • Javascript
   • Teams
5. Click Save.

2. Page Templates

1. From the side menu, click System settings
2. Search for then click Page Templates
3. Click New to create a page template, alternatively, Edit to make changes to an existing one
4. The following items are available to configure:
   • Title
   • Content - this is the section that is displayed between the Header and Footer sections of the global page content. {PAGECONTENT} is a merge field used to display the page specific content within the selected page template content.
   • Header
   • Footer
5. Click Save.

3. Portal page content

1. From the side menu, click System settings
2. Search for then click Content
3. Click New to create a page, alternatively, Edit to make changes to an existing one
4. The following items are available to configure:
   • Title - the name of the page
   • Home page - the page specified as being the first page the user lands on. Note: At least one of the pages within an onboarding portal must as the Home Page.
   • Visible - if it can be viewed or not - useful for when a page is still under development
   • Page template - select the relevant page template applied to this page
   • Parent page
   • Portals
   • Permission group - used to allow this page to only be viewable by those belonging to a specific permission group e.g. general vs executive hires
   • Content - the main details of the page
5. Click Save.

Content pages within the Onboarding Portal are made up of three constituent parts:

• Global page content: Defines content that appears on every page within the Onboarding portal. This should contain common page elements such as site-wide Javascript, CSS and potentially the header and footer of the actual pages.
• Page template content: Defines content that may be shared between a number of pages within the Onboarding portal. Page content is displayed within a page template.
• Page specific content: Defines the content that only appears on a specific page within the Onboarding portal.

Merge fields: When the content of the Onboarding portal is displayed to the end-user, merge fields can be used to merge specific data to personalise the experience. Most of these merge fields, which are discussed below, can be used at any level of the page hierarchy, however, some are specific to certain levels of the page hierarchy. These are highlighted in the relevant sections of this document.

Previewing the portal

To load a separate window displaying an onboarding portal:

1. From the side menu, click System settings
2. Search for then click Onboarding Portals Layout (Formerly CMS Settings)
3. Next to the relevant portal, click Preview

Portal design recommendations

PageUp recommendations:

• images to be either *.JPG or *.GIF
• documents to be either *.DOC or *.PDF
• videos are hosted on a streaming site such as YouTube or Vimeo and you can have the link embedded
• the maximum file size is limited to 2 MB, but keep images and documents to less than 200 KB.

Option 2 - Using an onboarding portal template

Do you need some guidance or do not have internal resources to build the portal yourself? If so, PageUp has a great onboarding portal with a variety of design options and layouts that you can select from. Contact your PageUp representative or click here to obtain a workbook where you can provide some information to us so we can update your portal to align with your brand requirements.

For costs and details, please contact PageUp - to view the portal and some of its different layouts and options, please click here.

1. Design your portal

Your onboarding portal supports many different options, choose from a video header, a carousel or a hero image to show off what life at your company is like.

You'll also be able to provide your brand colours to ensure that elements within the portal are consistent with your brand's identity and complement the candidate's journey.

Finally, choose to display your tasks in a full width layout for easy navigation, keeping your candidate on track with tasks to complete, or tasks that are overdue. Or if you'd prefer, show them off in the traditional task layout in a single list on the home landing page. To see a demo, please contact PageUp.

2. Style is everything

Once you have downloaded the Excel template, you will need to provide PageUp with some information so we can style it to suit your requirements. This will include logo/banner images and colour codes that will be used throughout the onboarding portal.

If you have an internal style guide, please send this through as we will reference this while updating your template.

3. Build out portal page contents

Refer to the Portal page content above for instructions.

4. Review and confirm

Once you have created all content pages and PageUp has updated the onboarding portal template with your images, logos and colours, you will be required to review the styling. PageUp will assist in making minimal changes to the styling of the onboarding portal based on the feedback received (if any).

Updates to the portal

If some visual changes have been made to the onboarding portal (ie changed colours, added new pages), this will be reflected immediately to all new employees with access. The design of the onboarding portal is not 'static' in the same way that workflows and forms are. Updates are reflected to all who have access to the portal immediately.