Hiring new team members starts with the "Add Employee" workflow on the '"Available Company Workflows" page. Adding employees to Shoobx sets the stage for streamlined onboarding processes, general HR management, and grant management.
If you're curious about the employee experience of accepting an offer through Shoobx, you can find those details here.
Shoobx now offers advanced HR capabilities for growing teams called HR Plus. Shoobx automatically links employment offers to equity management, makes sure employment documents and IP assignments are complete and ready for diligence, and manages exercise windows and equity repurchase at separation time. With HR Plus, you can extend your Shoobx SaaS subscription with a suite of features that make onboarding and managing employees even easier. If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager.
Adding an Employee in Shoobx
Shoobx will guide you through adding employees to your company. You can do this by creating an Offer Letter and Confidentiality Agreement for the company and the employee to sign through Shoobx (the "generative" path), or by uploading a fully executed Offer Letter and Confidentiality Agreement (the "upload" path). This article will focus on the generative path.
First, the workflow will ask you to define the employment terms. This will include the employee's title, salary, start date, and whether the employee will receive an equity award as part of their compensation.
Second, the workflow will ask you to define the terms of the Confidentiality Agreement. This will include the non-solicitation and non-compete provisions.
If you are aware of any intellectual property or patents that the employee wishes to exclude from their assignment of inventions provision, you can include those on this screen (don't worry if you don't know the answer - the employee will be asked the same question and the company will have the chance to review any answers they provide).
Next, at the Checkpoint, you can tailor the welcome email that will be sent to the new employee.
Note - these emails can be configured in your HR Administration Settings.
The documents will then be circulated for signature - first to the company representative (by default, the president of the company, but this can also be configured in your HR Administration Settings), and then to the employee.
Note - if necessary, you can rescind the offer by returning to the "wait for signatures" page, and clicking "rescind offer" at the bottom left hand corner of that page.
Once the documents are signed, you'll be asked to add the new employee's work email address (their profile will then have both their personal and work addresses), and identify which onboarding tasks are appropriate for that employee (the "manage tasks" button will take you to that section of your HR Administration settings).
Note - any documents and forms the company has configured to send to incoming employees with their offer materials, or after they sign their offer documents, will automatically be sent at the appropriate time (per the company's HR Administration Settings), and can be tracked in the company's Document Audit Report (under the HR heading on the Shoobx dashboard).
Offer Letter & Confidentiality Agreement Templates
All Shoobx templates, including the Offer Letter and Confidentiality Agreement, are viewable in the Administration lens under "Document Templates". You can find these templates by clicking on the arrow next to the word "Company" at the top right of your Shoobx dashboard, and then selecting "Administration". When you reach that page, you'll see "Document Templates" under "General Settings".
Note - you will need to have Shoobx Administrator access to reach the Administration lens.
You can read more about Offer Letters in this article, and additional guidance on Confidentiality Agreements is provided here.
Additional Optionality & HR Administration
The HR Administration Settings section of Shoobx will allow you to set defaults for offer documents, such as a standard option grant or non-compete scope and term, as well as a variety of other items to customize your employee onboarding experience. You can create employee groups, turn on the ability for Shoobx to administer your W-4 and I-9 processes, customize your welcome message to incoming employees and the documents that they receive during the offer process (e.g. benefits enrollment forms, company policies, etc.), and more. You can also set alerts for other team members to be updated when offer processes are completed, and enable additional members of your team to initiate employment workflows.
Note - some of these settings are only available with an HR Plus subscription. If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager.
Changing an Employee's Start Date
Need to change the new employee’s start date after the offer letter is signed? The "Change Employee Start Date" workflow on the Available Company Workflows page will allow you to change the start date and the first-day tasks will be rescheduled accordingly.
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