Run onboarding and offboarding checklists

A checklist lists who does what, by when, when a person joins or leaves. The offboarding checklist also does the leaving for you when you finish it.

Before you start

• You need Manage HR (files, documents, leave).
• To change the standard lines, open HR → HR settings → Checklists: the templates, edit the Onboarding and Offboarding lists (one item per line) and select Save.

Start a checklist

1. Open HR → Checklists.
2. Pick the Type: Onboarding or Offboarding.
3. Pick the person.
4. In Last day / due, type the last working day for an offboarding (required), or the day the items are due for an onboarding.
5. Select Start a checklist.

Work through it

1. Tick each item as it is done. Kluvan notes who ticked it and when.
2. To add a step for this person only, use Add an item, set Who does it, and select Add.
3. When everything is done, select Finish.

What finishing an offboarding does

When you finish an offboarding and confirm:

• the person's Kluvan sign-in and their attendance device code are taken away;
• their file is marked Left on the last day, if it was not already;
• anything still issued to them is listed under Still with the person;
• a link opens the Final settlement for that last day. See Settle a leaver's final pay.

Good to know

• The standard onboarding list has seven lines, from collecting documents to adding the person to the roster and payroll. The offboarding list has seven too, from the resignation on file to noting the date their personal data may be removed.
• In a UAE organisation, the visa, medical, Emirates ID, labour card and WPS steps are added as reminders only. Kluvan does not file anything with the authorities.
• A person can have one open checklist of each kind at a time.
• Hiring an applicant starts their onboarding checklist by itself. See Hire through your public jobs page.
• Items issued to staff are tracked in Track items issued to staff.
• Offboarding is written to the activity log.
• The person's device user still exists on the fingerprint or face terminal itself: delete it there.