How to create and edit First Day Information Templates

Onboarding is a critical phase of an employee’s journey, and providing clear and detailed first-day information is essential for a smooth transition. The First-Day Information Template in the HRMS helps HR professionals communicate crucial details like the reporting location, time, contact person, and other important instructions. In this guide, we will explain how to create and edit First-Day Information Templates in the HRMS step-by-step.

Steps to Create a First-Day Information Template

1. Log in as an Admin:

  • Begin by logging into the HRMS portal using your admin credentials.

2. Navigate to the Organization Module:

  • From the dashboard, go to the Organization module.

3. Access HR Workflow Settings:

  • Within the Organization module, select HR Workflow Settings from the menu.

4. Open Onboarding Settings:

  • Under HR Workflow Settings, click on Onboarding Settings.
  • Here, you will find the option for First-Day Information Template.

5. Add a New Template:

  • On the right side of the First-Day Information Template screen, click the Add Template button.

6. Configure the Template Details:

  • Template Name: Enter a name for the template to identify its purpose (e.g., "Mumbai Office Onboarding Template").
  • Location: Specify the location associated with this template (e.g., Mumbai HQ, Bangalore Branch).
  • Reporting Time: Enter the time employees need to report to the office.

7. Select the Contact Person:

You have two options for selecting the contact person:

  • Enter Manually:
    • If you choose this option (set Enter Contact Person Manually to Yes), you must enter the contact person's Name and Phone Number manually.
  • Select from List:
    • If you set Enter Contact Person Manually to No, you can select the contact person from a predefined list. This list may include options like the Reporting Supervisor, HOD, or other employees.

8. Additional Details:

  • Buddy Name (Optional): If your organization has a buddy system, you can enter the buddy's name here.
  • Other Instructions (Optional): Add any other instructions or details (e.g., documents to carry, dress code).
  • Attachment (Optional): Upload any relevant attachments, such as maps or schedules, if required.

9. Save the Template:

  • Once all details are entered, click the Save button to finalize and create the template.

Steps to Edit an Existing First-Day Information Template

1. Access the Existing Templates:

  • Go to the First-Day Information Template section under Onboarding Settings.
  • Select the template you want to edit from the list.

2. Edit the Template Details:

  • Click on the Edit button next to the template.
  • Make the necessary changes, such as updating the location, reporting time, or contact person details.

3. Save Changes:

  • Review your updates and click Save to apply the changes.

Best Practices for Managing First-Day Information Templates

  1. Standardization:
    • Create multiple templates for different locations or roles to ensure consistency and reduce repetitive work.
  2. Customization Options:
    • Use the "Enter Contact Person Manually" option for temporary or role-specific hires.
    • Use "Select from List" for standard contact persons to maintain consistency.
  3. Frequent Updates:
    • Regularly review and update templates to reflect any changes in locations, reporting times, or contact persons.
  4. Detailed Instructions:
    • Provide clear, concise instructions to avoid confusion on the new hire’s first day.

The First-Day Information Template in HRMS simplifies the process of communicating essential details to new employees, ensuring a seamless onboarding experience. By following the steps outlined above, admins can create, edit, and manage these templates effectively, contributing to a positive first impression for new hires.

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