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Onboarding Process

All prospective Employees that have been invited to Onboard will receive an email to the nominated email address set up in the invitation process and commencement of their user profile set up

Onboarding Notification Email

The onboarding email will contain the necessary link that the new employee can click that will take them directly through to the onboarding steps. A sample of the email is shown here

By clicking the ‘Continue here’ link on the email, the employee will be taken through the 4 steps of the employee onboarding process. 

The user can leave the onboarding process at anytime and return to complete the process. All previously entered details will be saved

User Information

On this form the Employee must provide

  • Phone Number
  • Date of Birth
  • Gender
  • Address Details
  • Emergency Contact Details

Once complete, click NEXT to move to the next step

Financial Information

On this form the Employee must provide

  • Bank Details
  • Superannuation Fund Details

This information is used by the company in order to complete any or all of your Tax and legal requirements as well as set up any 3rd party Payroll system requirements. KeepShift does not use this data for any financial processing

There is no data validation on these fields as they do not link to any financial or tax systems. Attention should be given to enter the correct data as required by the employer.

Once complete, click NEXT to move to the next step

Employee Signature

A key step in the onboarding process is to obtain and store the employee signature for future requirements, such as acknowledging and signing Safety and HR documents. The signature created here will be used automatically to sign any other documents, by clicking the ‘auto sign’ option

Once presented with this form, the user must sign, either, DRAW, on a touch screen, with a finger, or stylus, or use a mouse/mousepad.

Alternatively, the user can SELECT and upload their signature from a PDF, or image file that they may have stored on their PC or mobile device.

They must also acknowledge the statement below the signature field as shown below

The signature can be changed at anytime by the employee via the user profile form once the employee has completed the onboarding

Once the user has set up their signature, they can click next to complete the onboarding process

Signing your Policy and Contract Documents

During the invitation process, the administrator may have assigned documents from the Docubox, to the employee in order for their acknowledgement and signature.

All the documents are listed, as per the sample window below, grouped together by the type of document.

In order to read, and acknowledge click the plus (+) next to each document

the document can then be viewed directly from the window as shown

with provision for the employee to enter their signature in the space provided at the ned of the document

By clicking the SIGN option, the signature that was previously entered and saved in the Employee Signature process, will be automatically saved on this document

Click ‘confirm’ which confirms you have read and acknowledged the document with your signature.

You will notice that this document is now marked as ‘Signed’ with the date and time recorded for auditing purposes.

You must acknowledge and sign ALL documents that have been assigned to you in order for you top complete the onboarding process. If at anytime you wish to leave this screen, the system will remember your placeholder, and continue from where you left off.

Once all documents are signed you can continue to the ‘NEXT’ step

Uploading your Training and Skills Documents

During the invitation process, the administrator may have assigned training and skills certification requirements for the position. The employee must select each skill as assigned, and upload current certificates, or documents in order to meet the requirements of the position before they are onboarded

All the documents are listed, as per the sample window below, grouped together by the type of document.

In order to upload the required click the plus (+) next to each skill/certificate required

The employee must provide all the required information

  • Certificate Number
  • Expiry Date
  • Training Institution
  • Place of Issue

And then must upload the Certificate from an image file held on their PC or mobile device. This certificate is then stored as currency of the required skill and training requirement for the position

You must upload ALL the required certificates that have been assigned to you in order for you top complete the onboarding process. If at anytime you wish to leave this screen, the system will remember your placeholder, and continue from where you left off.

Once all documents are signed you can continue to the ‘NEXT’ step

Password and Profile Setup

In order to complete the onboarding process, the employee must enter a password, that is to be used to login and access the KeepShift application on PC or mobile device.

The employee also has the option to upload their picture for identification purposes. Click the upload button to add your picture from your device.

Once the password has been entered, the employee must read and acknowledge the ‘Terms of Service’ and ‘Privacy Policy’ from the links on the screen before completing the onboarding

Click the ‘Complete Onboarding’ button.

The employee will be automatically logged into KeepShift where they will have access to the system as set by the permissions

The user can click the ‘My Profile’ option in order to review and amend any details as well as acknowledge and sign any documents that have been assigned to them as part of the onboarding process.

The administrator(s) will receive an email notification of the onboarding completion/part completion where they can login and review the employees profile. This also allows the administrator to assign any additional documents requiring signature to be signed during the process

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