Onboarding

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Onboarding at PHR

After the offer letter has been shared with the employee and they accept it, the onboarding process begins the same day. Admin sets the official start date to at least 3 business days after the offer letter is sent.

Welcome Email

Admin sends out the welcome email to the employee, which contains login information to Workbright, eTech app, Moodle, the Concentra form and the ELD app. The Concentra form is to be completed by technicians only. Below are the steps to set up the user accounts:

Concentra Form

The Concentra Health Authorization form is to be completed by technicians only. It will be attached to the welcome email shared by the admin with all new technicians.

Workbright

To send forms to a new employee:

• After logging in, admin can go to the list of staff and add a new staff member via their email.
• Admin will input the required contact details, select a group depending on their role and location, and click on “Send Notification” to generate the Required Forms email to the new employee.

New employees will be asked to set a new password once they access the system. Once the employee has completed and submitted each form, the admin will review the form. If the form is complete and accurate, the admin will accept the form. If it has been filled out incorrectly, the admin can reject the form which will send it back to the new employee and ask them to correct and resubmit it. For technicians, DOT insists that they provide 3 years of employment history and why they left. To add new employees on the PHR vehicle insurance, they have to provide a driving record of the past 10 years.

IMPORTANT:

• The system does NOT notify the admin when the employee has finished and submitted their onboarding paperwork. So the admin has to log into the system regularly ( at least once a week) to ensure that ALL employees’ information is complete and accurate.
• Workbright doesn’t accept iCloud emails. Employees are required to provide a Gmail, Yahoo or other third party email.

To add a new form to Workbright: Use this link to submit custom form(s) directly to the Workbright Forms Coding Team. This short video will show you a quick how-to showing the process for requesting new forms to be added to our account or how to request existing forms to be updated.

User Creation in the CRM

Admin will use the PHR CRM to add the new employee.

• General employees: Using “Users” in the dropdown under the tab “System Parameters”, the admin will use “Create user” to open the employee details pop up. Admin will fill in all the fields and make sure to mark the checkbox “show in contact roster”.

• For Surveyors: Using “Users” in the dropdown under the tab “System Parameters”, the admin will use “Create user” to open the employee details pop up. Admin will fill in all the fields, paying special attention to the fields Surveyor Salary, Surveyor Lead Bonus, Surveyor Sales Bonus and Surveyor Extra Lead under the "Surveyor Information Section". To see this section, scroll all the way to the bottom and make sure that checkbox "Is Surveyor" is marked. If you don't see the section, unmark the checkbox and remark it. This will also add the new employee to the Proposal Maker App where they can login using their Pothole repair email address. No password is required.

For Technicians: Using “Crews” in the dropdown under the tab “System Parameters”, the admin will use “Create crew” to open the employee details pop up. Admin will fill in all the fields and make sure to mark the checkbox “show in contact roster”. The admin will also mark crew status as "active”. This will also add the new employee to the eTechnician App where they can login using their assigned user name (lower case first name) and password (last 4 digits of mobile number).

Moodle

To add a user in Moodle, the admin can create new user accounts in Site administration > Users > Accounts > Add a new user and fill in the required employee details (First Name, Surname, username and email address). Once the user account has been created, the user can be enrolled in an existing training course and the training start and completion dates can be set.

To enroll a user:

• Go to 'Enrolment methods' from the gear menu in the nav drawer Participants link (or in Course administration > Users in the Administration block if you are using a theme other than Boost)
• Click the 'Enrol users' icon in the edit column opposite manual enrolment
• Select users from the not enrolled users list, using Ctrl + click to select multiple users
• Click the add button to add the users to the enrolled users list

Once the user is enrolled, Moodle will send a notification email to the employee informing them that it’s time to start their training. Once the employee completes their training, they will receive a certificate of completion.

ELD

Admin team should notify the Operations team to create an account for the new technician. For more details, please refer to the New Technician/ Driver Onboarding, Training and Documentation.

ADP

To create an account in ADP, the admin will use the “User creation” tab to fill out tax info, payroll information, and PTO. Benefits are offered to the employee once they reach 90 days. Note: Admin should initiate the process a month in advance ( once the employee reaches 60 days).

QBO

To add a new user in QBO: Select the Gear in the upper left corner. Select All Lists> Classes> New Tab (green tab upper left)> Type first & last name> Select the sub-class department> SAVE.

Department Breakdown in QBO:

• HQ: Sales
• HQ: Administration
• Operations includes technicians, surveyors, & branch managers and is divided by location:
  • FL: Operations
  • Metro DC: Operations
  • PA/NJ: Operations

Official start date

By now, the new employees should have submitted all onboarding forms, their proof of identity, driving record for 10 years and qualified for the DOT physical (minimum 12 months). Once this is completed, depending on their role, the branch manager provides the employee with all the tools, equipment and technology they need to start performing their jobs. For general employees, the admin will assume this responsibility.

Week 1 of onboarding

Within the first week of onboarding, all forms need to be completed and downloaded from Workbright. Admin will upload them into Dropbox to the employee’s newly created Personnel Folder. The Personnel folder for each employee will contain the following:

• Training Completion Certificate- for technicians and surveyors
• Signed Forms and Policies- for all employees
• Payroll- for all employees
• Finances- for all employees
• Benefits- for all employees
• Driving License and documentation- for technicians and surveyors
• I-9 Verification: Driving License, Passport, Social Security card or other Government approved documentation- Proof of Eligibility to work- for all employees
• Employee Reviews and Counseling- for all employees
• Discipline records- for all employees
• Emails and Texts (Planned and Unplanned Absences)- for all employees
• DOT documentation- for technicians

The admin can bulk download all employee's forms from the Workbright website by completing the following steps:

1. Click “Staff” up top.
2. Set filters to the selected staff members/ all staff members.
3. Click the small white box on the top left side of the page.
4. The bulk actions will appear, select "Download Form Submissions".

The admin can access the full checklist of required documents for each role: technicians, surveyors and general employees.

After the employee probationary period of 90 days, DOT compliance documents will be shared with Kelmar for record keeping purposes.

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