Your team is going to grow-- make sure your HR practices are consistent right from the start using Shoobx! That's why we offer two different options for HR on Shoobx -- the standard HR features included with your Shoobx subscription, and HR Plus, Shoobx's robust HR add-on that includes premium HR features. If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager.
No matter which option you choose, Shoobx is here to support you through every step of the employee lifecycle. Offer letters, complete with ECAs and benefit forms, are generated and signed right in Shoobx's Add Employee workflow. New employees begin work with a Shoobx account on day one. Hiring and onboarding workflows can be customized in HR Settings to meet your company’s unique HR needs.
HR Settings on the Administration dashboard, allows you to set preferences for your company's employment processes and documents. And for those using HR Plus, you can customize which workflows will be included in the new Employee Setup for onboarding, like completing Forms W-4 and I-9, creating Employee Groups, or filling out an Employee Equal Opportunity Survey. These workflows can be completed entirely in Shoobx, including document review and approvals.
When hiring a new employee, the offer materials can be set up right in Shoobx. Customize the offer letter with salary information, stock award, and bonus plan arrangements, if applicable. With a few more clicks, you can complete the terms for the Employee Confidentiality Agreement and send the offer to the candidate for their review and signature. Use the tools in HR Settings to tailor the hiring process with supplemental materials and employment contingency forms.
New employees who sign their offer letter and/or Employee Confidentiality Agreement in Shoobx already have an account and are ready to proceed through their onboarding process. The new employee will receive an email notification directing them to their My Shoobx dashboard and the new Employee Setup, where the onboarding process begins.
Other Onboarding Forms
Companies may require other forms as part of the onboarding process, such as benefits selection, direct deposit forms, or retirement plan applications that are specific to the company. With HR Plus, these forms can be uploaded and configured in HR Settings under Employee Forms. You can even choose if you want the form to appear as part of the new Employee Setup.
Likewise, with HR Plus Company Policies can be uploaded and updated at any time in HR Settings. The new Employee Setup will direct new employees to review and sign Company Policies as part of their onboarding.
Onboarding Status and Report
Throughout the onboarding process, email notifications are sent to the appropriate parties to keep them informed about the employee’s progress during onboarding. Time-sensitive items also have in-app notifications and email reminders. Shoobx will send escalating messages to alert management of delays and incomplete processes.
Once the onboarding process is complete, employees will be able to access company policies and their employment documents in 'My Documents'. Authorized company executives can access these employment documents in the Data Room.
When you're in a hiring phase, it can be difficult to keep track of all of the onboarding activity. Shoobx solves this problem by providing a dynamic headcount report with an at-a-glance graph on your Company dashboard, available through HR Plus. Click on the Human Resources header to view your Document Audit Report and see the current status of all your new employees. This report also lets you view employee information such as profile, offer letter, and other onboarding forms at a glance.
Hiring a consultant or starting a relationship with a consulting firm? Set the terms for the contract and Shoobx will generate the Consulting Agreement then send out a request for signature. If you need approval on consulting contracts from your legal counsel or another member of your company, Shoobx can handle that too. Consultants have their own accounts and can optionally be granted custom permissions so they can access the sections of Shoobx necessary to complete their work.
When an Employee or Consultant separates from your company, the Termination workflow helps to document the event and guides you through resolving any active equity or grants. The access privileges for the departing employee will be changed on the scheduled termination date, but the stakeholder will still be able to access Shoobx to view documents related to their engagement at your company.
Non-Disclosure Agreements (NDAs)
Non-Disclosure Agreements are a common occurrence at companies. Shoobx can quickly generate Non-Disclosure Agreements for external parties—individuals or companies—based on custom parameters set by you.
If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager!