Welcome to Shoobx Human Resources! Within the Shoobx platform, we approach HR as the management of the employee lifecycle--from hiring, to onboarding, job changes, to separation.
We offer two different options for HR on Shoobx -- the standard HR features included with your subscription, and HR Plus which is an add-on that includes premium HR features.
Included HR Features:
Included Workflows
Under the Human Resources category, there are several individual workflows included with your subscription. Here they are:
Add Employee - use this workflow to generate documents for a newly hired employee.
- Generates: Offer Letter, Employee Confidentiality and Assignment Agreement
- Toolbx article: Add Employee Workflow
Add Contractor or Consultant - use this workflow to generate documents for a newly hired contractor.
- Toolbx article: Add Contractor or Consultant
Add Advisor - use this workflow to bring on an advisor.
- Toolbx article: Add Advisor Workflow
Amend Consultant or Contractor Agreement - amend or upload an amended version of a pre-existing Consulting Agreement.
Employee Job Change - change terms like title, salary, and department for particular employee. This workflow generates a document explaining the job change, which can be shared with the employee if desired.
- Toolbx article: Documenting an Employee's Job Change Event.
Change Employee Start Date - change the start date of an employee. Please note that you can only change the employee start date to a date in the future.
Terminate an Employee/Consultant or Other Stakeholder - use when an employee or consultant is leaving your organization, for any reason, and deal with their options or restricted stock (if applicable).
Included HR Reports:
Shoobx also includes several reports to give you quick access to a variety of HR information. All of the available HR reports can be accessed from your dashboard. Below is a summary of general report features.
Employee Report - this report provides each employee’s name, title, department, employee group, start date, and work emails. It also links out to each employee’s user profile, and sorts the employees into categories: Active Employees, Candidates, New Hires, and Past Employees. Clicking the three lines icon to the right of an employee’s entry will bring you to a list of actions you can take for that employee.
Consultant and Advisor Reports - these reports feature the same information as the Employee Report, but for consultants and advisors.
Document Audit Report - this report tracks whether or not your employees have completed their various employment documents, including offer letters, confidentiality agreements, I-9s, W-4s, and surveys/onboarding tasks.
Employee Compensation Report - this report provides a summary of each employee's compensation: base compensation, compensation type, bonus plan, bonus frequency, and bonus amount. Toolbx article for more details: Employee Compensation Report
Job Change Report - this report summarizes any internal job changes that have occurred, including the date of the change, a description of the change, the old and new job titles, the employee group, and who instigated the change.
Included HR Administration Features:
On top of workflows and reports, you can use Shoobx to configure Offer and Employment workflow settings: See this Toolbx article for more instructions:
HR Plus Features
Shoobx offers advanced HR capabilities for growing teams. You can expand your subscription with a suite of features that make onboarding and managing employees even easier. Just email your account manager or send a note to our support team for more information!
HR Plus Workflows:
With HR Plus, in addition to the workflows outlined above, you'll have access to these additional workflows:
Update Organizational Chart - use this workflow to update the organizational chart, moving several employees to a different department or under a different manager in bulk.
Employee Form I-9 (upload and generative options) - use these workflows to upload or have an employee complete their Form I-9.
- Toolbx article: Form I-9s
Employee Form W-4 (upload and generative options) - use these workflows to upload or have an employee complete their Form W-4.
- Toolbx article: Form W-4s
IRS Form W-9 (Upload Only) - use this workflow to upload a Form W-9 for consultants.
HR Plus Reports
Employee Task Report - this report provides a list of tasks that need to be completed for new hires, job changes, and terminations. Tasks can be configured in your HR Administration Settings.
Organizational Chart - this chart is a visual representation of the company’s structure. It displays each employee (and can include consultants), and organizes them based on their department and their managers.
Work Eligibility Report - this report summarizes the eligibility status of each employee, including their I-9 reported start date, actual start date, citizenship status, and the legal documents they used to complete their I-9. It also links out to each employee’s I-9. Toolbx article for more details: Work Eligibility Report
EEO Report - this report displays the result of the EEO survey, if your company distributes it. Companies with more than 100 employees are required to survey their staff annually.
Employee Documents - this link takes you to a different view of the HR documents folder in the data room, where each employee has a subfolder that contains their various employment documents.
HR Plus Administration Features
On top of workflows and reports, with HR Plus, you can configure workflow settings, set up company policies, and create custom employee forms.
See these Toolbx articles for more instructions:
If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager!
Fidelity does not provide legal or tax advice.
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