Onboard Projects — Templates
Product Guide Library > Onboarding > Onboard Projects — Templates
Create onboard projects with templates used to set up project groups & activities.
Permissions & Restrictions
Permissions
Admins: Have access to add templates and can edit or delete all templates.
Full Users: Have access to view all templates, can add templates, and manage their own or their team’s templates.
Standard Users: Can view their team’s templates but can’t add templates.
Limited Users: Can view a template they’ve been assigned but cannot add templates.
Read-Only: Can view their team’s templates but cannot add templates
Term Definitions
Prerequisite Activity: The activity that you select that needs to be completed before the activity you are assigned can be worked on.
Dependent Activity: The activity that depends on the prerequisite activity to be completed first before it can be completed.
Note: Dependent activities are not required to be completed before a prerequisite activity can be completed. This feature allows notifications of when dependent activities are completed so users assigned to the prerequisite activity can complete them when ready.
Restrictions or Pre-Requisites
When a template is associated with an Onboarding Project, the project copies the template. Any changes made to a template will only pick up and be seen on new onboarding projects created after the updates. If changes are made to a template, template changes can be pulled or pushed down from the template. This will remove any customizations made on the individual project groups themselves.
Add a Project Template
In the right-hand corner click the gear icon and navigate to Account Settings > Project Templates.
The Add New Project Template button allows you to create a new template or duplicate an existing one by clicking the ellipses beside it.
Add & Edit Project Groups
Project templates do not come with any preset project groups. Users can add as many groups as they would like from the Add Group button.
You can add new project groups or edit existing ones via each of their ellipses.
Group name, color, and group lead are required. The group lead you set will become the lead for that group in any Onboarding Projects made with the template.
Groups will automatically be arranged in alphabetical order.
Users can add as many groups as they would like.
Add Automated Activities
Activities in a project template are called automated activities. You can add a new activity by clicking the blue Add Activity button on the right.
Here is a breakdown of each of the fields that can be filled out when creating an automated activity (required fields are indicated by a red asterisk).
Type: Breaks down & granularly reports on various activity efforts. To do this, Event and Communication are listed by default, but new types can be added in account settings.
Summary: A brief title of what the activity is. (Detailed information can be added in the description field.)
Scheduled Date: The interval of time after a candidate has been added to a stage that automated activities due dates will be assigned according to. Date ranges include: 0-60 Minutes, 0-24 Hours, 0-365 Days, 0-156 Weeks, 0-36 Months, & 0-3 Years.
Tip: Select 0 days to have an activity start on the provider’s start date.
Project Group: The group you would like this activity to relate to and filter under.
Assigned to: The users assigned to an activity. This can be defined as an individual user, the group lead, or based on role. The role would identify the assigned user as the onboarding coordinator, practice manager, or recruiter for the provider.
Note: If a role is assigned as the assignee and a given provider’s profile does not have that role filled out, the default assignee will be the group lead.
Prerequisite Activity: Identifies if there are other templated activities required for completion before this activity can be completed. Activity Linking →
Tags: Are used to classify activities for certain reporting metrics. This field can be customized in account settings. Activity Tagging →
Category: Identifies the nature of the activity. This field can be customized in account settings. Activity Categories →
Description: The detailed activity description. Add anything important to this activity.
Note: Users can utilize the project groups on the left-hand side to add default activities to that project group.
Assign a Template
Users can assign templates when creating a new Onboarding Project.
Users can change templates in an Onboarding Project that is not in progress — i.e. no providers have been added to the project.
If a template gets deleted (which is completely fine!) Onboarding Projects will have that associated name removed and the template name will be changed to N/A.
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