[HRMS] Smart Onboarding Quick Reference Guide

[HR Important Message]

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An important message from FSU Office of Human Resources

This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.

The recently upgraded Smart Onboarding portal is now live! The improved portal has a new look as well as helpful features. We are excited to launch the upgraded portal and continually enhance the onboarding experience. The attached Quick Reference Guide will help you get familiar with the changes and provide some helpful tips for assisting your candidates.

Candidates who were unable to complete their steps in the portal prior to the upgrade will be restarted today. Any invitations that were held last week due to the upgrade will also be launched today.

Previously saved bookmarks on homepages or favorites will not work due to the upgraded landing page-please remove them. There are no changes on workflow approvals process for Dual Compensation, Outside Employment, and Employment of Relatives.

Key Features:

  *   Invitation Console (formerly Candidate Console) provides helpful tools to track candidate progress through the onboarding process.
  *   Candidate pages are mobile-friendly and can be completed on a mobile device.
  *   Department Representatives can "watch" invitations to receive updates on a candidate's progress through the OMNI alert flag.
  *   External and internal candidates being hired for multiple appointments simultaneously are supported in the portal.
  *   Candidates completing original invitations can consent to electronic distribution of W-2 forms directly in the onboarding portal.
  *   Inbox feature within the Smart Onboarding portal can be used to review and track certain system notices.
  *   Option in Job Offer to add interested parties from department on onboarding notices for tracking (when launched, background check status, when hired).
  *   Returning User Login Link in Invitation e-mails.
  *   Department Representatives can send a note to HR within Onboarding to request a hire date change when necessary.

Need Help?
We will be hosting two open help sessions for Department Representatives via Zoom. Department Representatives can join the Zoom meeting during these times for assistance with specific candidates. No registration is necessary.


  *   Tuesday, September 29, 1:30 p.m. - 2:30 p.m.
Zoom Link<https://fsu.zoom.us/j/96123801408>

  *   Tuesday, October 6, 1:30 p.m. - 2:30 p.m.

Zoom Link<https://fsu.zoom.us/j/92910621292>

Training
Department Representatives new to Smart Onboarding, or those who would like a refresher on the process, should register<https://hr.fsu.edu/pdf/publications/training/Training_Reg_Cancel.pdf> for our next Smart Onboarding training session on October 23 at 2:00 p.m.

Questions?
Contact Abigail Lejeune at alejeune at fsu.edu<mailto:alejeune at fsu.edu> or Amy Espinosa at amy.espinosa at fsu.edu<mailto:amy.espinosa at fsu.edu>.


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