Onboard Projects
Product Guide Library > Onboarding > Onboard Projects
Onboarding Projects help you track new hires through the entire process.
Permissions & Restrictions
Permissions
Admins & Full Users: Can create and manage Onboard Projects.
Standard Users: Can manage projects and providers that they are assigned to.
Limited Users: Can manage the activities assigned to them within the Onboard Project.
Read-Only Users: Can view Onboard Projects they are assigned as an owner or group lead for. Can only view providers and activities that are part of their Onboard Projects. Read-only users do not have permission to edit or change the status of providers or activities.
Term Definitions
Status Board: A group of statuses indicating the progress of a provider. Statuses include On Track, At Risk, Off Track, and Completed.
Project Groups: A group that defines a section of business that will have an action item to onboard a provider.
Provider: A person record (physician or advanced care practitioner) that is part of an Onboard Project. A person can be a provider for one or more locations and projects.
Provider Card: An overview of the provider with key details on the provider and this project.
Provider Overview: When clicking a provider card, the provider’s overview will open up. This will roll up high-level metrics and allow the user to access the provider’s specific activities.
Start Date: The scheduled date a provider is set to start working at a location. The start date determines the due date for automated activities.
Project Owner: An informational field that provides access to the project to the assigned user, and notifies them when a provider has had their start date changed.
Assigned To (when adding a provider to a project): An informational field that provides access to the project to the assigned user.
Restrictions or Pre-Requisites
Project templates must be created in account settings before an Onboard Project can be created.
Add a New Onboard Project
- Click the ‘+’ icon in the top menu and select New Onboard Project.
- The New Onboard Project form will slide out to the left.
- Enter all the required fields, including name, owner, project template, and status.
- Onboard Projects can be active or inactive. Use the inactive status to track historical projects.
- Click Save.
- When saving the Onboard Project, the user will be redirected to the project status board to begin using the project.
Edit an Onboard Project
You may edit the Onboard Project and details via the header drop-down.
Edit Assigned Teams: Allows you to add the Onboard Project to a team group for further customized access to the project.
Edit Header: Change the project name, owner, and the project template.
Note: The project template can only be changed if no providers have been added to the project yet.
Update Project from Template: If changes have been made to the project template this option will be available to pull those changes down.
Apply Project Template Changes →
Duplicate Onboard Project: Allows you to create a new Onboard Project with the same configuration as this project.
Delete Onboard Project: A project can only be deleted from the project header, and if no providers have been added.
Add Providers
When adding a new provider, you need to specify the provider’s name, place, and start date. You will also have the option to assign an onboarding team member to the provider. Providers can be added to an Onboard Project in 3 main ways:
1. Via the Add Provider button on the project Status Board.
2. Via the Add Provider button on the project Provider List.
3. Via the Add to Onboarding Project section within the provider’s Person Record.
Remove Providers
Providers can be removed up until they have completed all their activities. To remove a provider, you can select the option from their provider card on the project status board or remove them from the project’s providers list.
Once a provider is removed, any incomplete activities associated with the project will be removed from the provider’s record.
Move Provider to Another Onboard Project
Projects can be updated from templates, but in some cases, providers may need to be moved to a new onboard project to receive different project updates, or the organization may decide to organize and track providers in other projects. Moving a provider to a new project can be helpful to maintain their historic completed activities and start tracking new activities.
To move a provider to another project, you can select the option from their provider card on the project status board.
Once you select the project you would like to move them to, the provider will be added to the new project and their activities will update according to what has been added to the new project.
For additional information about this feature, please see our Move Provider Guide.
Edit the Provider Details
To edit provider details, select Edit from the provider options on either the project status board or provider list.
From the slide-out form, you’ll be able to change the provider’s place, who they are assigned to, and change their start date.
Edit the Start Date
Sometimes tasks get held up due to circumstances out of our control, so the provider’s start date needs to be updated to accommodate the delay. Users can edit the start date to keep a provider on track, whatever the reason.
From the Edit Provider Project Details form, click the Edit Start Date link below the current start date.
You’ll then be able to enter the updated date, select a reason why the change occurred, and enter any other notes you would like recorded.
Complete Activities
For a provider to be successfully onboarded at a new place, a succession of tasks must be completed. This Onboarding Project will allow users to track the progress of an onboarding provider at any given point in time.
Activities are automatically assigned and given a due date based on the providers’ launch date. Activities can be completed in 2 ways within an Onboard Project:
1. On the Provider’s Activities tab.
2. On the Onboard Project’s activities tab.
Note: Activities are intended to be completed the day of, so backdating is not available.
Product Guide Library
Onboarding Related Resources
