HR & Onboarding Tracker Boards in Ontraccr (Use Case)

👥 HR & Onboarding Tracker Boards in Ontraccr
 

Overview

The HR / Onboarding Tracker Board helps teams manage the employee onboarding process in a structured, visual workflow. From orientation to certification tracking, every new hire is represented as a board card and moved through each stage of onboarding.

🎯 Who Uses This

• HR departments handling hiring and onboarding
• Team leads or foremen responsible for getting workers site-ready
• Safety and compliance teams ensuring paperwork and certifications are complete

🔧 Key Features of HR Tracker Boards

• Create a card automatically when a new user is added to Ontraccr
• Use statuses to track onboarding steps like orientation, paperwork, training, etc.
• Collect documents like resumes, cover letters, and signed forms
• Assign onboarding tasks with due dates and responsible users
• Customize card design per your onboarding requirements

🧭 Typical Onboarding Workflow

1. New user is added to Ontraccr
   • Triggers automatic creation of a card in the “Orientation Scheduled” status
2. HR uploads key documents
   • Resume, offer letter, completed forms, training certificates
3. User is moved through onboarding stages
   • Orientation, safety training, certification, ready for deployment
4. HR or compliance team marks onboarding complete
   • Card is moved to “Onboarded” or “Ready for Work”

🧩 Suggested Statuses

• Orientation Scheduled
• In Orientation
• Paperwork Submitted
• Training In Progress
• Certifications Complete
• Ready for Work
• Archived

📝 Example Card Fields for New Hires

• Full Name
• Resume (File Upload)
• Cover Letter
• Onboarding Scorecard (skills or evaluations)
• Assigned Department or Manager
• Onboarding Start and End Dates
• Status
• Required Certifications

⚙️ Workflow Automation: Create Card When User Is Created

1. Go to Board > Settings > Workflows > Add +
2. Choose: Create a card when a user is created
3. Define:
   • Initial status (e.g., “Orientation Scheduled”)
   • Color
   • Field mapping (User Name → Card Title, Email → Contact Field, etc.)
4. Submit
   Now, every new employee gets a card automatically.

🧠 Tips & Edge Cases

• Use assigned users to give HR reps ownership of specific hires
• Include file uploads for all onboarding documents to centralize record-keeping
• Use filters to track onboarding by department or division
• Automate onboarding tasks based on card status changes (e.g., assign “Submit Safety Forms” when card enters “Paperwork Submitted”)