Adding new hires before their start date: Things to know

Overview: 

We understand that when you are preparing onboarding for new hires, there maybe a requirement for them to complete certain tasks via Omni HR before their official start date. This guide aims to highlight the key things to note and do when you wish to grant access to Omni HR for new hires before their start date.

TABLE OF CONTENTS

• Scenario 1: Admin wants to invite a new hire to access Omni HR but have yet to create a work email. Company allows email and password access for Omni HR.
• Scenario 2: Admin wants to invite a new hire to access Omni HR but have yet to create a work email. Company has enabled SSO login organisation wide. 

Scenario 1: Admin wants to invite a new hire to access Omni HR but have yet to create a work email. Company allows email and password access for Omni HR.

• Step 1: Employee Details
  • Ensure you fill in the employee's personal email address and mark the email as primary

• Step 2: Invite Access
  • Ensure to select 'Yes' for Do you want to invite your new hire to the platform? question
  • Select 'No' for Require SSO Sign In? question

• Step 3: Onboarding Tasks Assigned
  • If you have assigned onboarding tasks before the Invite Access step, you will see that the option to invite new hire will be automatically set. This option cannot be changed. 
  • Select 'No' for Require SSO Sign In? question
    
    

After completing the remainder steps to add the employee, the system will send the new hire a welcome email, with the steps to create their Omni HR account and complete any onboarding tasks. 

Work email created & New Hire officially starts

• Once a work email has been created and the new hire officially starts, you can go ahead and update the work email and mark it as primary.
• We will recommend triggering a reset password via the employee's access level tab so that they may set a new password and login.

Scenario 2: Admin wants to invite a new hire to access Omni HR but have yet to create a work email. Company has enabled SSO login organisation wide. 

• Follow Steps 1 - 3 in Scenario 1. 
  • This is because if you are to set Require SSO Sign-In = Yes in Step 2 or 3, the new hire will not receive a welcome email to create their account and login. Thus, they will not be able to access Omni HR to complete any onboarding tasks. 

Work email created & New Hire officially starts

• Once a work email has been created and the new hire officially starts, you can go ahead and update their work email and mark it as primary in their employee profile.
• Then, under the employee's Access Level tab, ensure to set Require SSO Sign-In = Yes and save to enforce SSO sign-in for the employee. 

What this means for the new hire

• They will no longer be able to login with email and password. They will only be able to login with SSO.
• They will not receive any reset password emails even if they trigger it from the login page. 

Related Article(s):

• Enabling & Disabling Login with SSO for users
• Adding a New Employee
• Employee Did Not Receive a Welcome/Reset Password Email – Common Reasons

Still Need Help?

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