Employees are awesome. They make your company awesome! But they come with a lot of procedural overhead and compliance paperwork. Luckily, Shoobx is here to reduce that complexity by offering tools to streamline and monitor the employee onboarding process. It all starts with the 'Add Employee' workflow on the 'Available Company Workflows' page.
Keeping your employee paperwork in order is an important part of running your company. When venture capitalists come knocking on your door, they’re going to want to make sure your HR housekeeping is in order, including proof that you own all of your company’s intellectual property. In other words, they will be looking for Employee Confidentiality and IP Assignment Agreements—generated in the Add Employee workflow—for all of your employees. Adding employees to Shoobx sets the stage for streamlined onboarding processes, general HR management, and grant management.
Adding an Employee in Shoobx
Shoobx will guide you through adding employees to your company. Here’s what will happen:
- Select new employee and their manager
- Enter the details for new employee’s start date and position
- If you elect to generate the Offer Letter in Shoobx, you will enter the details of the new employee’s compensation package
- Define the terms of the Employee Confidentiality Agreement (ECA)
- Draft the Welcome Email
- Review/edit documents (optional) and solicit necessary approvals and signatures
- A customizable email is sent to the new employee, which will include a link for them to set up their account and sign their offer letter right in Shoobx
- The new hire activates their account then reviews and signs the employment documents
- Review signed documents (optional), and finish the workflow
Additional Optionality & HR Administration
In addition to the optional Offer Letter and the Employee Confidentiality Agreement, you'll also be able to set 'Offer Documents Defaults', customize a welcome message for new hires, and set features in these select HR workflows (Add Employee, Change Employee Start Date, Termination, and Job Change). You can also grant access to additional users to kick-off, monitor, or approve these workflows. These HR Settings are all accessible in the Administration dashboard.
Below are examples of the documents available in the Add Employee workflow. The exact documents that are generated in the course of the workflow are determined by your selections at the start of the workflow and your HR Settings.
Offer Letter SAMPLE DOCUMENT
The Offer Letter states the new hire’s terms of employment and compensation. If you elect to include an offer letter, you will need to know the basics of the employee's position (title, etc.), as well as their pay structure/compensation details. You can use the custom content field to include additional information at either the top or bottom of the Offer Letter. If your company has a logo in their Shoobx profile (you can add yours by going to the "Company Profile"), it will be included at the top of the Offer Letter. If your company has uploaded its company letterhead, the Offer Letter will be formatted on your stationery ( you can add your letterhead in the Administration dashboard)
Employment Confidentiality Agreement (ECA) SAMPLE DOCUMENT
The Employee Confidentiality Agreement outlines the terms for the new employee’s non-competition and non-solicitation restrictions, and it documents their prior inventions and patents, if applicable. By signing the ECA, the employee is agreeing to assign any future inventions related to their work for the company, or as performed using company property, to the company. Further, they agree to hold all company-related information not made available to the public in confidence and agree not to disclose the information to anyone outside of the company.
In the ECA, you will select the terms of the employee’s non-competition and non-solicitation restrictions. The length of the terms for each must be determined, as well as their reach. For the non-compete, this means defining the geographic limits of the restriction. The non-solicitation terms define the groups (customers, employees, and/or suppliers) to be included in the restriction. Information about the employee’s prior inventions and patents can be entered at this time or later when the new employee accepts the agreement.
After the 'Add Employee' workflow is complete, the next stage of onboarding begins. The new employee will receive an email notification directing them to their My Shoobx dashboard to sign their documents. Everything is tracked and stored right in Shoobx, keeping just the right people in the loop and on track.
Change 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.
A Sneak Peak
Below are a few of the key screens you'll encounter during the Add/Update Employee workflow:
Define Offer Letter
Monitoring the Signature Process
If you have any questions, please reach out to email@example.com.
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.