Onboarding and learning

An accepted offer starts a different kind of work for the HR team. The person needs an employee record, a position and a start date. An onboarding checklist groups the tasks required to prepare them for work. Individual tasks can be assigned to employees in IT, Facilities, Payroll, HR, management, training or the new hire. Each task has a due date, status and evidence field so the checklist is more useful than a single completed flag.

The checklist supports onboarding, offboarding, transfer and rehire types. HR Business Partner should decide which template applies to each event and who owns each task. A blocked task must remain visible until its owner resolves it. Completing a checklist should mean the required work actually happened, not simply that the target date passed. The employee start date is the reference for prioritizing preparation.

• Checklist. A container follows one employee through a named people event and target completion date.
• Task. An assigned item carries category, due date, status, completion date and evidence.
• Learning. Courses, enrollments and training records link learning work back to the employee.

Learning is separate from the onboarding task list. A course has a code, category, delivery mode, duration, competency and whether it is mandatory. An enrollment records why an employee was assigned, its due date and status. A training record captures completed learning, provider, completion date, certificate reference and expiration date. This makes it possible to ask who completed a course and which record is approaching expiry.

Define the checklist tasks for a common internal hire and for a departure. Assign an owner and realistic due date to each category. Decide what evidence counts as completion. Choose courses required for each role and who will record an external completion. Set a review routine for training records marked expiring soon or Expired. A completion recorded against the wrong employee or course can mislead a manager, so agree a correction route before loading historical certificates.

L&D Admin manages courses, enrollments and training records. HR Business Partner can use the employee and position context to decide who should take what training. Admin maintains checklist setup. Admin checks each assignee’s task access with that person before the first hire, while keeping private employee records with the people team.

A new recruiter accepts an internal offer. HR creates the employee and an onboarding checklist with a start date. An IT task to prepare access, an HR task to complete the employee record and a training task each have an assignee and due date. The checklist remains in progress while a blocked access task is resolved. Once every required item is completed with its evidence, HR records the checklist as Completed.

L&D Admin enrolls the recruiter in an onboarding course. The enrollment moves from Enrolled to in progress and Completed when the completion is recorded. A training record links the employee and course with its completion and expiration dates. Months later, the team can identify which employee needs renewal without reconstructing the original onboarding checklist.

• Onboarding tasks due — Open and blocked work with an assignee and due date.
• Active employees — The hire’s current position and department during preparation.

See the internal hiring process and the performance process.