HCM Core: Onboarding

The Onboarding process in Workday allows new employees to complete required employment tasks and documentation prior to or shortly after their start date. These tasks help ensure employees are ready to begin work and that required information is submitted to Human Resources and Payroll. Managers and HR Partners also use Workday to monitor onboarding progress and complete assigned tasks

Purpose

The Onboarding process in Workday allows new employees to complete required employment tasks and documentation prior to or shortly after their start date.  These tasks help ensure employees are ready to begin work and that required information is submitted to Human Resources and Payroll.  Managers and HR Partners also use Workday to monitor onboarding progress and complete assigned tasks.

 

When to Use

Employees

Use the onboarding process when:

• You have accepted an offer and received onboarding tasks in Workday
• You need to complete required employment information before your first day

Managers

Use onboarding tools when:

• A new employee joins your team
• You need to review onboarding progress
• You must complete manager onboarding tasks or approvals

HR Partner

Use the onboarding process when:

• Onboarding tasks are auto generated for HR review or completion

 

Steps

Steps to Complete Onboarding Tasks

1. Log in to Workday

Access Workday using Norfolk State University’s single sign-on credentials.

2. Open Your Inbox

Select the Inbox icon to view onboarding tasks assigned to you.

3. Complete Required Tasks

Examples may include:

• Update Contact and Personal Information
• Government IDs
• Complete Form I-9 (US only)
• Emergency Contacts
• Review Document(s)
• Change Photo
• Complete New Employee Onboarding Program

4. Review and Submit Each Task

Click on the Task in the My Tasks list to initiate process.

 

• Update Fields and complete Forms as required.
  • Follow steps found within each process.

• Verify all information entered for each task.
• Select Submit when each task is complete.

• Success messages will appear upon completion of certain tasks.

 

Various tasks for onboarding are illustrated below.

 

 

 

 

 

 

 

 

 

 

5. Monitor Remaining Tasks

Continue checking your Inbox until all onboarding tasks are completed.

 

Steps for Manager Oversight of Onboarding Tasks

Steps to Support Employee Onboarding

1. Log in to Workday

Access Workday using Norfolk State University’s single sign-on.

2. Complete Manager Tasks

Managers may need to complete Tasks related to Onboarding for new hires.

• Open Your Inbox
  • Select the Inbox icon to view onboarding tasks assigned to you.

 

• Complete related tasks in the All Items list.

 

3. Review Employee Onboarding Progress

Add Recent Activity worklet to My Team Management dashboard.

• Navigate to the My Team Management dashboard.
  • Select Menu on Home page, then My Team Management from list.

Add Recent Activity worklet.

• Select the Gear icon to initiate the Configure Task for Landing Page Group.

 

• Select the Add Row (plus) icon to add a new worklet

 

• In new row that appears, search for available worklets.
  • Click in the blank field and drill to select the desired Worklet.
• Select the Move Row Up or Move Row Down icons (arrows) to reorder the worklets on the page.
• Select OK to save.
• Click Done on Optional Worklets page

• The new worklet should be visible on the My Team Management page.

 

4. Review Onboarding Status

Locate your employee on the My Team Management dashboard and review their onboarding progress.

• View the Recent Activity worklet on the dashboard.
• Locate Onboarding task for your employee.
  • Click on Status Bar.

• Click Arrow to View Event.

• Click on Overall Process link to open more information related to the onboarding process.

• Click on Process tab to view the Process History.

 

Steps for HR Partner to Manage Onboarding Tasks

1. Log in to Workday

Access Workday using Norfolk State University’s single sign-on credentials.

2. Initiate Onboarding Tasks

The onboarding process auto generates; however, HR Partners can initiate onboarding tasks using the Search field:

• Enter Launch Onboarding.

 

• Enter employee name and Click OK.

 

• Enter Date and Comments and Click Submit.
  • Onboarding will be initiated for the employee.

3. Monitor Onboarding Tasks

HR Partners can monitor onboarding tasks through:

• Inbox
  • Click on Inbox Icon to view Onboarding tasks:
    • Your approval will be required for the following:
      • Personal Information changes
      • Government ID changes
      • Legal Name changes
      • I-9 form completion
    • Review and Act on various Documents submitted by employees.

 

 

 

 

 

4. Complete HR Partner Tasks

HR Partner tasks may include:

• Validating job and position data
• Employment eligibility verification (I-9)
• Reviewing onboarding documentation

5. Approve or Route Tasks

If approvals are required:

• Review the task in Inbox.

 

• Select Approve, Send Back, or Deny for each onboarding task.

6. Monitor Completion

Confirm that all onboarding tasks are completed prior to the employee’s start date and within HR timelines.

• Review Workday Inbox.
• Review HROnboarding@nsu.edu email account.

 

Notes & Tips

•  Employees:
•  Start onboarding immediately after hire completion.
•  Complete onboarding tasks before due dates.
•  Ensure personal and tax information is accurate.

• Managers:
• Monitor onboarding progress regularly.
• Ensure the employee has access to required systems.

• HR Partners:
• Verify compliance documentation is complete.
• Monitor I-9 deadlines closely to remain compliant.