[Use Case Templates] Employee Onboarding and Offboarding ๐Ÿ„โ€โ™€๏ธ

Hello everyone ๐Ÿ‘‹

We are very happy to see that many of you find this template series content useful ๐Ÿ˜ Huge thank you to everyone whoโ€™s been following these posts and commenting! We have many more use case templates to cover, and today weโ€™d like to start a discussion on the Employee Onboarding and Offboarding template.

We have already discussed employee training and onboarding during our Use Case Marathon, so letโ€™s dive deeper into this topic and have a look at what this template has to offer.

Accessing Wrikeโ€™s Use Case Templates

The Use Case templates are available in the Space creation dialogue. In order to use such a template, start creating a Wrike Space how you usually would and youโ€™ll see the option to create this space from a pre-made Wrike Use Case template:

Now, not only account owners and admins can use the use case templates, but also those users who have the right to create spaces.ย 

Employee Onboarding and Offboarding

This template helps you streamline the process of onboarding and offboarding employees for your organization.ย 

There are five folders along with two pre-built templates to help you get started. This guide will show you how to:

  • Create new onboarding and offboarding requests
  • Track high-level progress through dashboards
  • Customize templates and workflows to fit your teamโ€™s needs

Step 1: Establish processes

Having a well-established process for new and departing employees saves time and ensures nothing falls through the cracks. Wrikeโ€™s employee onboarding and offboarding template uses two separate templates, so expectations are clearly set and tracked.ย 

Under the Templates folder, users are provided with two pre-built templates โ€” one for onboarding and another for offboarding. Each template comes with several subprojects divided into multiple tasks.

Each template is fully customizable. You can access and customize each subproject and task to fit your organizationโ€™s needs and processes.ย 

Step 2: Create a new request

Once satisfied with the process, managers and recruiters can create new requests. Each request form will contain several questions and custom fields that can be used as-is or customized. The details of each request form are located in each subproject under the Templates folder, labeled as โ€œOnboarding Templateโ€ and โ€œOffboarding Template.โ€

Fill out each field in the request. You can assign information like employee names, employment dates, location, department, and more.ย 

Once completed and submitted, each request form will be assigned a โ€œNew Requestโ€ workflow status and placed in the appropriate ongoing folder.ย 

The Wrike employee onboarding and offboarding template includes two pre-built, customizable workflows. As employees work through each stage of the onboarding and offboarding process, you can change the status of tasks to reflect progress.

Once an employee completes the process, you can mark the request as "Completed," and move the request from its โ€œOngoingโ€ folder to the appropriate โ€œCompletedโ€ folder.ย 

Step 3: View and track progress

Tracking the progress of multiple onboarding and offboarding employees can be challenging. Wrike provides an easy solution by enabling you to view the status of each request from a central dashboard.ย 

This template has two dashboards โ€” one for onboarding requests and another for offboarding requests. Each dashboard features four widgets:ย 

  • Processes
  • New Requests
  • In Progressย 
  • Completed

Teams can use these dashboards to track high-level overviews and the status of each individualโ€™s onboarding process.ย 

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Please share below how your company runs the onboarding and offboarding process! Are you using Wrike for that? Let us know if you have any questions ๐Ÿ‘‡

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Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Currently, our HR department doesn't have Wrike access however this could be something that is utilized in IT where we have multiple steps for both onboarding and offboarding employees due to access and passwords. I will pass the article over to our Director of IT Security.ย ๐Ÿ’ป๐Ÿ”‘

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Nothing for us at the moment, but again a good use case.

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I don't think we are big enough as a team for this, but would be useful if we were! I got onboarded pretty lowly and its wasn't as smooth to adjust to Wrike!

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My new company is using a different platform in onboarding. This is an interesting topic. I will try to mention this to our HR dept.

Thank you for sharing!

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A company I had previously worked for would have really benefitted from a template like this.ย  This is great.ย ย 

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Passing this info along to the account admin, thank you!

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I love the idea of the onboarding request form! Right now my IT department just Slacks me asking me to take people out or add people on, or random people add people to Wrike and it's very frustrating and disorienting.

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Another great template.ย ๐Ÿ˜€

Thanks Lisa

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Hi there, Is it possible to add the on-boarding template to an existing Space?ย 

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This is a huge help! Usually, for onboarding, HR emails the hiring manager a to-do list (a Word doc). IT has its own to-do list for which hiring managers must fill out an online form IT has created -- which is great for IT, but if time passes, it's easy for the manager to forget what has and hasn't been requested/done. This will be great for keeping all tasks together in a single space -- thank you!

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We do use Wrike for onboarding/offboarding employees. We have blueprints setup. It's super helpful for post-onboarding - reminders to add them to Slack channels, reminders to book quarterly reviews, reminders to check-in with them after one day, one week etc.ย 

We have tasks for pre-onboarding as well, but to be honest they don't get used (we just mark them as complete). This is because not everyone who goes through pre-onboarding steps (like interviews) ends up being hired. By the time we set up the blueprint for a new hire, the pre-onboarding steps are already done. But I still think it's helpful and ensures nothing is missed.ย 

Some of the tasks are auto-assigned to management, while others are conditional depending on the department.ย 

Here are some screenshots for the onboarding blueprint:

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For offboarding, we have 2 separate blueprints: one for when a team member departs (ie: gives notice) and another for staff termination. As you can imagine, there are different processes. For a staff departure, it includes proactive knowledge transfer etc., while a termination focuses more on removing access, transitioning clients etc.ย 

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Finally, not quite the same thing, but we also have a blueprint for a promotion. Updating titles in various software and our website, inviting them to leadership training sessions etc.ย 

Here's a snapshot of some of those tasks:

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Thank you so much for sharing your thoughts on this use case ๐Ÿค—ย 

Natalie Pinnerย It's possible to tag items from the space created with this template to your existing spaces ๐Ÿ‘

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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I think this is great - we are looking into testing this and checking this template out!

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This looks so useful! I'll share with our team.

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Super helpful, thanks for this series!

I enjoy reading how other companies are using on-boarding/off-boarding in this thread too.

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I'm excited to see how this will help ensure audit compliance in our on/off boarding process!

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We do use an Onboarding and Offboarding process in Wrike for our program team. We are trying to figure out how to tie this to our resource management, more work to be done. We have a request form that if filled out by different team mangers that help use track everyone involved. This form populates a folder and we use this as the starting point to make sure people are getting access to the right tools and information. We should review this suggestion for improvements.

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May be of help in the future, thanks!!

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So happy to hear this is helpful ๐Ÿ™Œ

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Thanks for pointing out, how to use Wrike for Onboarding. Currently, we haven't used Wrike for that purpose but we may consider in the future.

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Excellent use case and a great topic. However, not relevant for our use of wrike.

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We have at least one department using Wrike for onboarding into their department, but I don't think they used this feature. I am going to let them know about this in case they want to utilize any of it!ย 

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This is cool - a more organized approach to onboarding. I don't see my department using this however because we are the only department in the company that use Wrike.

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We just added a new person to our team on Friday, so I'll be using the onboarding template when they start in a few weeks.ย 

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Thank you for commenting here, everyone! Internally, we also use this setup to onboard new team members, and I personally find this a useful and structured way to keep all important info in one place ๐Ÿ˜Š

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Looks good.

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I've been updating our on/off/staff change process over the past year and a half - and I have to admit it's pretty similar to this rollout! Which is awesome! Instead of separate projects for IT, etc, I've grouped things by dependency and a numbered title (so you can essentially see what is grouped operationally w/out going to a gantt chart).ย 

Our custom workflow also contains this - a step where when the employee's email address has been created, the whole onboarding team is notified via user group @mention. It's removed a LOT of babysitting and reminding people when they can start on their email-dependant tasks. They get Wrike bots when the "create email" task is complete, but having a written reminder has sped up the project significantly.ย 

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Wow, that's so interesting, thank you so much for sharing Elizabeth Kennedy Bayer ๐Ÿ™Œ I agree completely, adding automation level up processes for sure ๐Ÿ‘

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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