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Onboarding a New Employee

Is a new colleague starting soon? With these steps, everything is ready for the first working day: file, contract, learning modules and schedule.

Step 1: create the employment file​

  1. Go to Settings > Organization > Users.
  2. Add the new employee.
  3. Fill in the file fields: Assign Role, Department, Position and Supervisor.

Note: a position (such as dentist) is different from an access role. The role determines what someone is allowed to do in the app. Read more at Roles and Permissions.

The employee then completes the rest of the profile themselves. The profile completion percentage shows how complete the file is.

Step 2: create the contract with Easy Contracts​

With Easy Contracts you create the employment contract. In the list, click Add New: the wizard opens at Who is this regarding? with three cards — Existing team member ("Select someone who is already in the system"), New team member and Potential team member. If you have just added the colleague under Users, choose Existing team member. You choose the template later in the wizard.

Because the employee is already in your personnel records, name, date of birth, address, function and weekly hours come from the file. What you fill in yourself is two dates, the hourly wage and one choice field, plus the two signatures. Back in the list, the Signature Status column shows per contract whether a signature is still missing; contracts in progress sit under the Draft tab.

Step 3: prepare the learning modules​

You manage the learning environment via Settings → Module Settings → Education. The new colleague sees any outstanding learning modules directly on the dashboard. Want to set goals? Create a Goal with a due date.

Step 4: set up the schedule​

Create the schedule with the first working day, position, location and workplace (for example Treatment Room 2). Set the time blocks and break. Turn on Notify employee, so the employee sees the schedule right away. Each workstation's Blueprints define which position must staff it and when — see Setting up your practice for how to set those up.

Step 5: automate the onboarding​

DentallManager includes onboarding workflows in the automations (Customization & Automation). Think of a workflow that sets up onboarding chapters, with a deadline per step. This way every onboarding follows the same process.

Can't figure it out? Contact the free helpdesk at info@dentallmanager.nl.