Onboarding Hub

Structured new hire onboarding with tasks and document collection.

MangoApps

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Overview

Onboarding Hub provides a comprehensive new hire onboarding experience with customizable task lists, document collection, training assignments, and progress tracking. Features include automated workflows, manager checklists, and integration with HR systems.

Recruiting

Highlights

Build onboarding plans with tasks, documents, forms, trainings, and milestone checkpoints.

Launch a branded new-hire portal with preboarding content before the employee's first day.

Track I-9 completion, work authorization expiry, and regional compliance requirements.

Assign onboarding packages that bundle tasks, documents, and enrollment forms by role.

Monitor progress with executive analytics dashboards and per-plan completion timelines.

Convert new hires to full employee records with equipment assignment and system access.

Capabilities

Plan Building

Plan types: standard, executive, technical, custom
Plan duration: 1–365 days (admin-configurable)
Standalone plans (no recruiting candidate required)
Plan duplication from existing plans
Buddy and mentor assignment per plan
Preboarding portal with token-based access before Day 1
Auto-activate preboarding plans on start date (cron job)
Auto-create plan on candidate hire (config toggle)

Task Templates

Template types: standard, executive, technical, custom, department-specific
Role levels: entry, mid, senior, executive
Location-scoped templates (any / specific / headquarters / regional)
Auto-matcher: picks best template by role × department × location with most-specific-wins
Task assignment roles: new_hire, hiring_manager, mentor, buddy, hr_team, it_team, admin
Group-based task expansion (one task per group member)
Day-offset scheduling (before start, on start, after start)
Template tasks, checkpoints, documents, and forms bundled
Template duplication
System (read-only) templates and editable custom templates

Automated Workflows

Daily overdue-items alert job (8 AM UTC)
Daily checkpoint reminder job (2-day lead)
Daily form reminder job (2-day lead)
Daily document reminder job (2-day lead)
Weekly digest email to hiring managers (Monday 9 AM UTC)
Tasks app sync (bi-directional status updates)
Policy Hub acknowledgment sync on task completion
Automated reminder master toggle per business

Document Collection

Document types: ID, tax, benefits, emergency contacts, background check, employment verification
File upload with HR Files integration
E-signature package (multi-doc bundling via e-sign connector)
Document verification workflow (upload → verify/reject)
Document library for reusable templates
Accepted formats: PDF, JPEG, PNG, GIF, DOC, DOCX
Document version history Planned; current model stores one file per record

Notifications

Plan created email notification
Preboarding started email notification
Day 1 welcome email notification
Plan completed notification to hiring manager
Mentor and buddy assignment notifications
Document verification-needed notification
Per-notification-type enable/disable toggles
SMS or push notifications for onboarding events Email and in-app only

Reporting & Analytics

Admin dashboard: active, preboarding, completed plan counts
People-first metrics: starting soon, first week, first month
Needs-attention list (overdue tasks, missing items)
Average time-to-completion analytics
Completion percentage per plan (auto-calculated)
AI Onboarding Agent (task status, contacts, equipment)
Exportable analytics reports (CSV/PDF) Dashboard only; no bulk export today

Limits & Specs

Max plan duration: 365 days
Document accepted file types: PDF, JPEG, PNG, GIF, DOC, DOCX
Plan statuses: draft, preboarding, active, paused, completed
Checkpoint types: 1-on-1, meeting, review, assessment, feedback, goal-setting, progress-check
Template role levels: entry_level, mid_level, senior_level, executive_level
Pricing: Included with MangoApps Workforce

Screenshots

Onboarding admin dashboard — track progress for every new hire

New hire dashboard — personalized onboarding tasks and resources

My onboarding tasks — checklist of forms, training, and intros for week one

Enrollment form — capture emergency contact information during onboarding

New hire plan view — full onboarding journey, milestones, and assigned tasks

Use cases

Structured 90-day plan

HR creates a 90-day onboarding plan with week-by-week checkpoints, assigns it to every new hire in the engineering department automatically.

Preboarding experience

A new hire receives portal access two weeks before their start date to review company policies, complete tax forms, and watch welcome videos.

Document collection

The onboarding coordinator tracks which new hires have uploaded their ID, tax forms, and signed offer letters in a single document library view.

Compliance monitoring

HR reviews the compliance report to identify new hires with incomplete I-9s or expiring work authorizations that need attention.

Manager checklist

A manager receives their own onboarding task list—set up laptop, schedule intro meetings, assign a buddy—with due dates and completion tracking.

Executive onboarding analytics

Leadership reviews the executive dashboard to see average time-to-productivity, completion rates by department, and bottleneck identification.

FAQ

Yes. Admins create plan templates with role-specific tasks and assign them by department, location, or employment type. Packages can bundle tasks for specific audiences.

Yes. Documents in the onboarding hub can be sent for electronic signature, and completion status is tracked alongside other onboarding tasks.

The hub monitors I-9 completion, work authorization expiry dates, and regional compliance requirements. Alerts surface incomplete items and upcoming expirations.

Yes. The preboarding portal gives new hires early access to content, forms, and company information before their official first day.

When a candidate is hired, the matcher scores every active template by role × department × location and picks the most-specific match. A senior engineering template in Boston wins over a generic engineering template, which wins over a generic any-role template.

Tasks can be assigned to the new hire, hiring manager, mentor, buddy, HR team, IT team, or any admin role. Group-based task expansion creates one task per group member so each stakeholder owns their piece.

Admins can pause, archive, or delete the plan. Paused plans stop sending reminders but retain all data; deletes are reversible until purged. Preboarding access is revoked immediately when the plan is archived.

Tasks app sync keeps status bi-directional. Policy Hub acknowledgments are mirrored when an onboarding task is completed. HR Files stores uploaded documents. Forms, Trainings, Surveys, and E-Signature are all reachable from the plan view.

Yes. The Onboarding AI Agent answers questions about task status, mentor or buddy assignments, equipment readiness, and overdue items via the Ask AI sidebar.