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Introducing the Onboarding Module✨
Introducing the Onboarding Module✨

Information about our SuccessFactors Onboarding Module integration

Doug Taylor avatar
Written by Doug Taylor
Updated over a week ago

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.


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