Grayscale now allows you to continue your engagement with candidates once they have taken that next step and begun the onboarding process. This synchronizes with your onboarding module in SAP, and is a great way of reducing the number of no shows, improving the new hire's experience, and speeding up their onboarding process!
New Roles
Grayscale has introduced two new roles for Onboarding: Onboarding Admin and Superadmin.
Onboarding Admin: User has access to view and message new hires only. User does not have access to employees not in the "Onboarding" status, candidates, or the ability to adjust company settings in Grayscale, manage team members, etc... (This is similar to the "recruiter" role in Grayscale Recruiting)
Superadmin: User has access to candidates and all employees, including new hires. User also has the ability to adjust company settings in Grayscale, add team members, etc... (This is similar to the "admin" role in Grayscale Recruiting)
Getting Started
Once you have added Grayscale for Onboarding to your Grayscale account, you can click New Hires on the left to open up a list showing all the new hires in your organization.
In the New Hires screen, you can filter the new hires by Job Title, Start Date, or Hiring Manager, or you can search for specific new hires by name.
The list will display:
Name
Job Title
Start Date
Active Tasks
Pulls from the active tasks in the SAP Onboarding module
Hiring Manager
Conversation icon
You can use the Message all new hires button send a bulk message to all new hires, or you can select the checkbox next to multiple specific new hires to send a bulk message to those selected. You can also click the conversation icon on the right of the list to message a specific new hire individually.
Bulk Messaging
A bulk message is a one-time message that you can send to multiple new hires at the same time. You can customize the list of recipients to make sure it only goes to your intended audience!
Open the bulk messages page by clicking on Bulk Messages on the left.
From here, you can view bulk messages, filter the list by creator, status, or 'Send At' (time sent/scheduled to be sent), and create new bulk messages.
To create a new bulk message, click the New Bulk Message button, and fill out the form to create the message.
Bulk Message Name
Internal only. It is recommended to use a unique, descriptive name
Select Using
Individuals
Select specific employees
All New Hires
Send a message to all employees with a status of "Onboarding"
Filters
Customize the audience through multiple filters
Message
Enter the message you want to send out. You can even use snippets and templates!
Opt-out information
Recommended to leave as-is
Employees who opt-out accidentally can opt back in by replying START to the message. Support can also provide the number for them to text START to if needed
Nudges
Automated reminders that are automatically cancelled if the employee responds to the message
Set Time
Select the date and time to send the message
Automations
An automation is an automated message that remains active, and will send a message to new hires when they meet the conditions specified in the automation's settings. This is great for sending a message welcoming new hires when they start onboarding, or even sending a reminder to new hires who have unfinished tasks that are due!
Click Automations on the left to open the Automations page. From here you can view active automations, or create a new automation.
To create a new automation, click the New Automation button, then fill out the form to create the automation.
Automation Name
This name is not shown to the new hires, so it is recommended to use a unique, descriptive name
Audience
All New Hires
Send a message to all employees with a status of "Onboarding"
Filters
Customize the audience through multiple filters
Sending Criteria
Specific Date
Milestone
Hire date
Birthday
Tasks
All categories
Select specific category
Task name
Select a specific task under the chosen category
Event
Onboarding Started
Onboarding Completed
Offboarding Started
Offboarding Completed
Send Message
Enter the message you wish to send. You can use templates and personalize the message with the use of snippets
Add Reminder
Add a reminder that will be sent a specified amount of time after the automation is sent
Automated reminders are different than nudges! A nudge will be cancelled when a recipient responds to the message, but an automated reminder will be sent out even if a recipient responds.
Finally, click the Start Automation button to save the automation and make it active.
In short, the Onboarding Module makes it super easy for your HR team users to stay in touch with new hires. With tools like Bulk Messages and Automations, you can quickly send out important info, keep track of progress, and make sure everyone gets a smooth start. This means less time spent on administrative tasks and more focus on making the onboarding experience great for new employees.
Have questions? Chat with us below!