Onboarding

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 Health Authorization form and the ELD app. Below are the steps to set up the user accounts:

Workbright

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 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 and surveyors, 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 5 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.

eTechnician app

Admin will use the PHR CRM to add the new employee. 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 the fields username (employee first name in lowercase), password (last 4 digits of phone number), email, phone number, salary and make sure to mark the checkbox “show in control roster”. For technicians, admin will also mark the checkbox “crew status active”.

Moodle

To add a user in Moodle, please use the instructions document. 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. 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

Operations team is responsible for creating an account for the new technician. For more details, please refer to this link.

ADP

To create an account in ADP, the admin will use the “User creation” tab to fill out tax info, payroll information, PTO and benefits (once the employee completes 60 days).

QBO:

User creation

Official start date:

By now, the new employees should have submitted all onboarding forms, their proof of identity, driving record for 10 years and qualify 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.

First week of onboarding:

By now, 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
• Identification- 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 by doing the following:

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: technicians, surveyors and general employees.

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