Employee Onboarding

access level data processor (full access), payroll advisor (edit), enrollment specialist (edit) module data dashboard the employee onboarding tab is used to review and process new employee applications submitted during the onboarding process each request contains critical employee data that must be validated before the individual can be added to the customer's payroll records ℹ️ note the dashboard now includes employee requests marked as " bound " or " binding " to ensure no applications are missed during the transition process sorting logic by default, employee applications are sorted with expedited requests at the top of the list these are easily identified by the expedited flag for quick visibility below the expedited entries, all other requests are sorted by service tier in the following order enterprise whiteglove express users can adjust the sort order manually by clicking on the due at column or, for separation notice requests, the last day worked column reviewing a submission once a line item is selected, a request preview window will open this preview includes a submitted pdf of the employee application a notes & activities section containing important information ℹ️ notes may provide additional context from the enrollment specialist or payroll advisor that should be carefully reviewed before proceeding information to review each employee onboarding submission contains multiple data points that must be reviewed for accuracy and completeness employee personal information worksite employer information workers' compensation code assignment employee pay type and rate (hourly, salary, or piecework) direct deposit details (for clients using direct deposit) completed tax forms (w 4 and applicable state forms) w 2 electronic delivery consent form covered employee classification and worksite job codes if any information appears to be incorrect or missing, users must escalate the request to the enrollment specialist (for new clients) or the assigned payroll advisor (for existing clients) before proceeding employee onboarding process updates ✅ improvement the employee record update process has been streamlined unnecessary client signature fields have been removed from the update forms to reduce confusion and speed up the onboarding process when updating employee records only essential employee information fields are displayed client signature requirements have been eliminated from routine updates this simplifies the process and reduces errors during employee onboarding rejecting an employee onboarding request users can reject the onboarding submission if a request contains incorrect or unprocessable information selecting the reject button will open a rejection pop up where users must select a reason from the available dropdown menu common rejection reasons include invalid social security number invalid date of birth invalid address (out of coverage state, unverifiable address, or po box usage) invalid w 4 or tax information itin submissions (cornerstone only – not supported) test submissions by it, engineering, or project management once a reason is selected, selecting reject finalizes the rejection and updates the onboarding request status accordingly reasons are tracked in exports and the backend automated system actions when an application is rejected, the system automatically 🔄 updates status changes employee application status to "cancelled" updates lead card employee status to show rejection 🔄 task updates marks employee onboarding task as cancelled/rejected removes task from active data dashboard queue 🔄 notifications sends email to employee with rejection reason sends email to employer with employee details and reason includes instructions for resubmission if applicable processing an employee onboarding request the request can be moved to in progress if the submission has been reviewed and no issues are found at this point, users can attempt to create the employee profile by clicking the attempt automation button this button will trigger an automatic employee creation in prosoftware users must log in to prosoftware and verify that the employee profile was created correctly, updating any missing fields not captured by the automation if the automation fails, the employee profile must be created manually once the profile setup is complete, you can return to the employee onboarding tab and select mark complete email notifications two email notifications are triggered when the onboarding request is processed if completed email confirming completion of onboarding process sent to customer separate email sent to employee if rejected email notifying customer and employee of rejection includes selected rejection reason troubleshooting & escalation employee application form logic form fields by customer configuration field name field type required condition/logic first name text ✅ always no special characters last name text ✅ always no special characters email email ✅ always valid email format phone phone ✅ always 10 digits required ssn text ✅ always 9 digits, format xxx xx xxxx date of birth date ✅ always must be 18+ years old address text ✅ always cannot be po box state dropdown ✅ always must select before occupation occupation dropdown ✅ always options based on selected state start date date ✅ always cannot be future date pay type dropdown ✅ always hourly/salary/commission pay rate number ✅ always numeric value required direct deposit toggle ❌ optional shows bank fields if yes bank name text conditional required if direct deposit = yes routing number number conditional 9 digits if direct deposit = yes account number number conditional required if direct deposit = yes account type dropdown conditional checking/savings if dd = yes ⚠️ warning blocks social security numbers starting with “9” for compeo and peopaygo if the employee is in georgia conditional field dependencies primary field value shows fields hides fields direct deposit yes bank name, routing, account, type n/a direct deposit no n/a all banking fields state selected occupation dropdown with state specific codes generic occupation list pay type hourly pay rate (per hour) salary fields pay type salary annual salary field hourly rate field special validation rules field validation error message ssn no duplicates in system "employee already exists" date of birth age 18 99 "employee must be 18 or older" state must be covered state "service not available in this state" itin not accepted for cornerstone "itin not supported for this carrier" address no po box "physical address required" common issues cannot open employee application symptoms request won't open or shows error possible causes pdf corrupted or missing browser pdf viewer issue session timeout network interruption resolution steps try downloading pdf directly open in different browser clear cache and retry check network connection attempt automation failing symptoms automation button doesn't create employee possible causes prosoftware connection issue missing required fields in application duplicate ssn in system carrier restrictions (cornerstone) resolution steps verify all fields completed in application check for duplicate employee manually create in prosoftware verify carrier compatibility cannot reject application symptoms reject button not working or no reasons available possible causes already in progress status system processing delay permission issue browser problem resolution steps refresh page and retry ensure status is "new" try different browser check user permissions notes not visible to others symptoms added notes don't appear for team possible causes notes only visible within task not saved properly display filter hiding notes wrong note location resolution steps ensure notes saved successfully remember notes are task specific only use lead card for shared notes refresh to see latest notes when to retry vs escalate retry these actions 🔄 automation attempt (after 5 minutes) 🔄 pdf loading issues 🔄 browser refresh 🔄 manual prosoftware entry escalate immediately for 🚨 multiple automation failures 🚨 cannot access any applications 🚨 system rejecting valid employees 🚨 data showing for wrong customer escalation process level 1 team lead/manager application validity questions rejection reason guidance expedited processing approval carrier specific issues level 2 it help desk automation failures pdf corruption issues system integration errors permission problems how to submit an it help desk ticket 📌 tip see how to submit a support ticket for detailed instructions quick reference navigate to help in the navigation bar select it help desk include employee name, customer id, automation attempts attach application pdf if possible note specific error messages additional information the notes & activities section does not generate system notifications — users must check this space manually for important context or updates before processing escalations and correction requests should always be documented clearly to ensure auditability and internal visibility next steps after mastering employee onboarding, explore related processes separation notice process employee terminations w 4 handle tax withholding updates new client set up new customers 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels