Employee Onboarding 365 Glossary

Master the terminology of modern onboarding. From workflows to compliance, this glossary gives you the definitions and context needed to manage new-hire experiences effectively.

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Applicant Tracking System (ATS) – Efficiently track, manage, and organize candidate applications throughout the hiring process.

Automation – Streamline repetitive onboarding tasks to save time and reduce manual work.

Assessment – Evaluate new hire skills, competencies, and role fit accurately and efficiently.

Analytics – Gain actionable insights from onboarding data to optimize processes and improve outcomes.

Agreement – Digitally manage and sign employment contracts, policies, and official documents.

Activity Log – Maintain a detailed record of user actions and system interactions for accountability.

Alerts – Receive automated notifications and reminders for pending, upcoming, or overdue tasks.

Acknowledgment – Ensure employees confirm understanding and completion of policies, forms, or training.

API Integration – Seamlessly connect onboarding software with HR, payroll, or IT systems for smooth data flow.

Access Control – Define and manage permissions, roles, and access rights for employees and managers.

Adaptive Learning – Provide personalized learning paths and training content tailored to each new hire.

Background Check – Thoroughly verify a candidate’s employment history, education, and credentials before onboarding.

Benefits Enrollment – Enable new hires to select and manage health, retirement, and other employee perks efficiently.

Buddy Program – Pair new employees with experienced mentors or peers to guide them through onboarding.

Batch Onboarding – Onboard multiple employees simultaneously, streamlining workflows and saving time.

Behavior Tracking – Monitor employee engagement with onboarding content and training modules.

Budget Allocation – Plan and manage financial resources for onboarding programs and activities.

Badge Assignment – Issue ID cards, access badges, or security credentials to new hires.

Business Rules – Set predefined logic for approvals, tasks, and automated workflow actions.

Branding – Customize the onboarding experience with your company’s identity, logos, and colors.

Benchmarking – Measure onboarding KPIs and compare performance against industry standards to improve processes.

Background Verification – In-depth validation of education, experience, and references.

Compliance – Ensure all onboarding processes follow legal, regulatory, and company standards.

Candidate Portal – Secure platform for candidates to submit documents, track progress, and access onboarding resources.

Checklists – Step-by-step task lists guiding new hires and HR through the onboarding process.

Contract Management – Digitally store, organize, and manage employment agreements and related documents.

Culture Orientation – Introduce new hires to company values, mission, and workplace culture.

Custom Workflows – Create tailored sequences of tasks, approvals, and notifications for onboarding.

Communication Tools – Integrated messaging systems for HR, managers, and new hires to stay connected.

Certification Tracking – Monitor completion and validity of required trainings or certifications.

Content Library – Central repository of documents, videos, and guides for easy access by new hires.

Cloud Onboarding – Conduct onboarding entirely online using cloud-based platforms and tools.

Compliance Audit – Regularly review onboarding workflows to ensure adherence to laws and policies.

Document Management – Organize, store, and track all onboarding documents digitally.

Digital Onboarding – Conduct onboarding fully online with forms, tasks, and training modules.

Data Security – Protect sensitive employee and candidate information during onboarding.

Dashboard – Centralized interface for HR and managers to monitor onboarding progress and metrics.

Deduplication – Detect and remove duplicate employee or candidate records for accuracy.

Drag-and-Drop Forms – Easily create onboarding forms using a simple drag-and-drop interface.

Dynamic Forms – Smart forms that adjust fields based on employee responses or role.

Deliverables – Required documents, forms, or tasks that must be completed during onboarding.

Documentation Templates – Predefined templates for forms, agreements, and onboarding tasks.

Department Assignment – Allocate new employees to relevant teams, departments, or reporting managers.

E-Signature – Securely sign onboarding documents and contracts digitally without paperwork.

Employee Portal – Centralized dashboard for new hires to access tasks, forms, and resources.

Employee Journey – Complete experience from offer acceptance through onboarding and integration.

Engagement Tracking – Monitor participation and interaction with onboarding activities and content.

Enrollment Forms – Digital forms for benefits, payroll, and compliance submissions.

Email Automation – Automatically send reminders, notifications, and updates to employees.

Evaluation Metrics – Measure effectiveness of onboarding programs and employee readiness.

Exit Interviews – Collect feedback from employees leaving the onboarding phase for improvement.

Experience Design – Design smooth, engaging, and efficient onboarding workflows.

External Integration – Connect onboarding software with third-party HR, payroll, or IT tools.

Forms Automation – Pre-fill, distribute, and manage onboarding forms automatically.

Feedback Collection – Gather insights from new hires to enhance the onboarding process.

File Uploads – Enable employees to submit documents digitally and securely.

Follow-Up Tasks – Assign subsequent tasks automatically after initial onboarding steps.

Flagging – Highlight missing, incomplete, or overdue onboarding items.

Flexible Workflows – Customize onboarding sequences to fit different roles or departments.

First Day Checklist – Structured set of tasks and activities for new hire day one.

Familiarization – Help new hires get comfortable with tools, processes, and policies.

Forms Validation – Ensure all submitted forms and documents meet the required standards.

Frameworks – Standardized onboarding structures and templates to ensure consistency.

Guided Onboarding – Step-by-step workflows that guide new hires through required tasks.

Goal Setting – Define objectives and expectations for employees during onboarding.

Gamification – Add game-like elements to increase engagement and participation.

Group Onboarding – Onboard multiple employees efficiently.

Grid Views – Visual displays of tasks, deadlines, and progress for easy tracking.

Generic Templates – Predefined documents and forms usable across different roles.

Geo-Location Tracking – Monitor locations for compliance in remote or office onboarding.

Governance – Rules and policies that ensure consistent and compliant onboarding processes.

Glossary – Reference dictionary of onboarding terms and definitions.

Guest Access – Temporary system access for contractors, trainers, or external collaborators.

HRMS (Human Resource Management System) – Centralized platform for managing employee records, onboarding tasks, and HR operations efficiently.

Hybrid Onboarding – Combine in-person sessions and digital tools to deliver a flexible onboarding experience.

Help Desk Integration – Link onboarding software with support systems to resolve employee queries quickly.

Handbook Distribution – Share company handbooks digitally for easy access and reference by new hires.

Hierarchy Mapping – Assign employees to managers and departments to reflect organizational structure.

Home Page Dashboard – Provide a centralized interface for employees to view tasks, deadlines, and resources.

Human-Centered Design – Design onboarding workflows focused on usability and employee experience.

Hyperlinks in Documents – Embed links in onboarding materials for quick navigation to resources or policies.

HR Analytics – Gain insights into onboarding effectiveness, completion rates, and engagement metrics.

Holiday Calendar – Track public holidays and company leave schedules during onboarding planning.

Interactive Training – Deliver engaging digital lessons that actively involve new hires in learning.

Integration – Seamlessly connect onboarding software with payroll, HRIS, LMS, and other systems.

Internal Communication – Facilitate messaging and updates between HR, managers, and employees during onboarding.

Invitation Emails – Automatically send new hires portal access and task invitations.

IT Setup – Assign devices, emails, software access, and other technical resources to new employees.

Issue Tracking – Log and resolve any problems or roadblocks during onboarding efficiently.

Instant Notifications – Provide real-time alerts for upcoming tasks, deadlines, or updates.

Insights Dashboard – Visual analytics view for managers to monitor onboarding progress and metrics.

Information Security – Ensure sensitive employee data is securely stored and transmitted during onboarding.

Indexing – Organize documents and resources for easy retrieval and access by employees.

Job Profile – Comprehensive description of roles, responsibilities, and performance expectations for new hires.

Journey Mapping – Visual representation of the entire onboarding process to track progress and milestones.

Just-In-Time Training – Deliver training modules precisely when employees need them for maximum effectiveness.

Joining Formalities – Complete all required procedures, documentation, and approvals for new hire induction.

Job Aid – Quick reference guides or checklists to help employees perform tasks efficiently.

Junior Employee Programs – Specialized onboarding programs designed for entry-level employees.

Job Rotation Schedule – Plan rotations to give new hires exposure to multiple roles and teams.

Job Shadowing – Learn job responsibilities by observing experienced colleagues in real work scenarios.

Journey Analytics – Measure onboarding progress and engagement using data-driven insights.

Knowledge Base – Central repository of onboarding resources, guides, and company information.

Key Performance Indicators (KPIs) – Metrics used to evaluate onboarding success and employee readiness.

Kickoff Meeting – First formal session to introduce new hires to company processes, teams, and culture.

Key Contacts – Designated people who provide guidance and support to new employees.

Knowledge Transfer – Sharing critical information, skills, and processes with new hires.

Kiosk Setup – Self-service stations for completing documents, forms, or training during onboarding.

Keep-in-Touch Reminders – Automated follow-ups to ensure onboarding tasks are completed on time.

Key Role Assignments – Assign employees to critical positions or responsibilities in the organization.

Knowledge Checks – Quizzes or tests to assess understanding of onboarding materials and policies.

Key Policies Overview – Summarized guide to essential company rules and compliance requirements.

Learning Management System (LMS) – Central platform to deliver, track, and manage training programs for new hires.

Live Training Sessions – Conduct real-time workshops or webinars to engage employees in interactive learning.

Legal Compliance – Ensure all onboarding activities comply with labor laws and company regulations.

Localization – Adapt onboarding content and processes to suit different regions, languages, or cultures.

Learning Paths – Structured step-by-step training modules designed for role-specific development.

Login Credentials – Provide secure system access to employees for onboarding platforms and tools.

Leave Policies – Explain company leave rules, entitlements, and processes during onboarding.

Linked Documents – Attach related resources and reference materials directly within onboarding software.

Language Support – Offer onboarding materials and guidance in multiple languages for global employees.

Lesson Tracking – Monitor completion and progress of training modules assigned to new hires.

Mentorship Program – Pair new hires with experienced employees to provide guidance and support during onboarding.

Mobile Onboarding – Enable employees to complete onboarding tasks anytime via smartphones or tablets.

Multi-Location Support – Manage onboarding for employees across different offices, regions, or countries.

Manager Dashboard – Provide managers with an overview of their team’s onboarding progress and performance.

Metrics Tracking – Monitor key performance indicators to measure onboarding effectiveness.

Mandatory Trainings – Assign required courses for compliance and role-specific readiness.

Milestone Tracking – Track employee progress against key onboarding milestones and objectives.

Message Templates – Use predefined emails and notifications for consistent communication with new hires.

Monitoring Tools – Tools to track task completion, engagement, and onboarding performance.

Metadata Management – Organize and categorize employee and onboarding data for easy access and reporting.

New Hire Portal – Central hub where employees can access onboarding tasks, documents, and training resources.

Notifications – Automated alerts to inform employees about pending or upcoming onboarding tasks.

Network Access – Provide secure login credentials and permissions for company systems.

Name Badges – Issue ID cards or access badges for new employees.

Notes & Comments – Allow adding internal remarks or instructions on tasks and records.

Nomination Forms – Forms used to assign roles or responsibilities to new hires during onboarding.

New Employee Surveys – Collect feedback from employees to improve the onboarding experience.

Navigation Guides – Step-by-step instructions for using onboarding software and tools.

Number of Days Tracking – Track the duration it takes employees to complete onboarding tasks.

Next Steps Reminders – Automated follow-ups for incomplete or upcoming onboarding tasks.

Onboarding Checklist – Step-by-step list of required tasks, forms, and documents for new hires.

Offer Letter – Formal employment contract outlining terms, conditions, and role details.

Orientation Programs – Sessions that introduce new hires to company culture, policies, and teams.

Online Forms – Digital forms for benefits enrollment, compliance, and other onboarding tasks.

Onboarding Workflow – Sequenced tasks and approvals to ensure smooth employee integration.

Open Enrollment – Timeframe for new employees to select health, retirement, and other benefits.

Observation Period – Initial period where employee performance and adaptation are monitored.

Onboarding Portal – Digital interface for employees to manage tasks, forms, and resources.

Outcome Metrics – Measure the success and impact of onboarding processes on productivity.

On-the-Job Training (OJT) – Hands-on training to build role-specific skills in a real work environment.

Paperless Onboarding – Conduct onboarding entirely digitally, eliminating the need for physical documents.

Performance Tracking – Monitor new hire progress, task completion, and role readiness.

Pre-Onboarding – Complete tasks and documentation before the employee’s official start date.

Policy Acknowledgment – Ensure employees confirm understanding and acceptance of company policies.

Portal Access – Provide secure login to the onboarding software and relevant resources.

Progress Reports – Generate regular updates on task completion and employee onboarding status.

Profile Completion – Ensure all employee information is accurate and fully updated in the system.

Pre-Employment Forms – Collect required documents and forms before the employee joins.

Position Mapping – Assign new hires to roles, departments, and managers correctly.

Push Notifications – Send alerts to remind employees of pending tasks and deadlines.

Quick Tasks – Short, essential onboarding activities that can be completed easily.

Quiz Modules – Assess knowledge of policies, tools, or training materials.

Qualification Verification – Verify educational or professional credentials of new hires.

Queue Management – Organize pending tasks efficiently for HR and managers.

Questionnaire Forms – Collect specific information from new employees through forms.

Quality Checks – Ensure all onboarding tasks and documentation meet required standards.

Quick Links – Provide instant access to important documents, resources, or portals.

Quota Management – Track assigned versus completed onboarding tasks for employees.

Quick Start Guides – Short instructions to help employees begin onboarding immediately.

Query Resolution – Efficiently handle and resolve employee questions during onboarding.

Role-Based Access – Control system visibility and permissions based on employee roles.

Reminders – Automated notifications for incomplete or upcoming tasks.

Recruitment Integration – Link ATS with onboarding software for seamless candidate transition.

Reports & Analytics – Track onboarding KPIs, progress, and employee engagement.

Resource Library – Central repository for training materials, guides, and documents.

Reward Programs – Incentivize completion of tasks and engagement during onboarding.

Registration Forms – Forms completed at the start of onboarding to collect essential data.

Rules & Policies – Guidelines governing onboarding workflows, approvals, and compliance.

Role Profiles – Detailed documentation of job responsibilities and expectations.

Reference Checks – Verify previous employment, education, and professional references.

Self-Service Portal – Allow employees to complete tasks, submit forms, and access resources independently.

Standard Operating Procedures (SOPs) – Documented workflows to standardize onboarding processes.

Social Onboarding – Introduce new hires to teams, peers, and company culture.

Status Tracking – Monitor the completion and progress of onboarding tasks and documents.

System Access Setup – Assign logins, permissions, and access to required systems.

Scheduled Training – Pre-plan onboarding sessions, workshops, or webinars for employees.

Survey Feedback – Collect input from new hires to improve onboarding processes.

Skill Assessment – Evaluate competencies and readiness for assigned roles.

Synchronization – Keep employee data consistent across integrated systems.

Success Metrics – Measure the effectiveness of onboarding programs and outcomes.

Task Automation – Automatically assign, track, and manage onboarding tasks for new hires.

Training Modules – Structured lessons and courses designed for employee onboarding.

Timeline Management – Schedule tasks, deadlines, and milestones for smooth onboarding.

Tracking Completion – Monitor the fulfillment of assigned tasks and training modules.

Technical Setup – Provide devices, software, and system access for new employees.

Team Assignment – Allocate new hires to the appropriate teams, managers, or departments.

Tutorial Videos – Visual guides to help employees understand onboarding tasks and processes.

Template Documents – Predefined forms and checklists to simplify onboarding setup.

Time-to-Productivity – Measure how quickly new hires become effective in their roles.

Task Dependencies – Manage tasks that rely on the completion of prior activities.

User Roles – Assign permissions and access levels for employees, managers, and HR.

User Experience (UX) – Ensure onboarding software is intuitive, user-friendly, and efficient.

User Onboarding – Train employees to navigate and use the onboarding platform effectively.

Updates & Announcements – Share important communications and updates with employees.

Usage Analytics – Track how employees interact with the system and complete tasks.

Upload Portal – Provide a digital space for submitting forms, documents, and certificates.

Urgent Tasks – Highlight high-priority tasks that require immediate attention.

User Guides – Step-by-step instructions for navigating and using the onboarding platform.

Uniform Policies – Apply consistent rules and procedures to all new hires.

Unlock Access – Grant permissions to systems, resources, or restricted areas as needed.

Video Tutorials – Instructional videos guiding new hires through onboarding tasks.

Verification – Confirm documents, credentials, or completed tasks for compliance.

Virtual Orientation – Online sessions introducing company culture, policies, and roles.

Visitor Access – Provide temporary access for contractors, trainers, or external collaborators.

Visual Dashboards – Graphical views showing onboarding progress, completion, and metrics.

Value Proposition Overview – Educate employees about company benefits, culture, and vision.

Version Control – Track revisions and updates to onboarding documents and forms.

Validation Rules – Ensure forms, tasks, and processes are completed accurately.

Volunteer Programs – Assign mentors or voluntary support to help new hires during onboarding.

Video Conferencing Integration – Link platforms like Teams or Zoom for live training and sessions.

Welcome Kit – Provide new hires with a collection of essential documents and materials.

Workflow Management – Automate and track sequences of onboarding tasks for efficiency.

Web Portal – Central access point for employees to manage onboarding digitally.

Workstation Setup – Assign hardware, software, and tools required for employees’ roles.

Week-One Plan – Structured plan of tasks and activities for the first week of onboarding.

Whistleblower Policies – Explain company policies for reporting unethical behavior during onboarding.

Work Policies – Standard rules, procedures, and expectations for employees.

Wikis – Knowledge of repositories with guides, policies, and reference materials.

Webinars – Live or recorded online training sessions for onboarding employees.

Workflows Templates – Predefined sequences of tasks to streamline onboarding processes.

XML Integration – Exchange onboarding data seamlessly with other HR and IT systems.

X-Factor Training – Optional programs to enhance skills beyond immediate role requirements.

X-Ray Analytics – Deep analysis of onboarding metrics and employee performance.

XP Points – Gamified rewards for completing tasks and engaging with onboarding content.

XML Forms – Structured digital forms for capturing employee and onboarding data.

X-Department Mapping – Assign employees to specific organizational units accurately.

X-Approval Workflow – Multi-step approval processes integrated within onboarding tasks.

X-Team Collaboration – Facilitate cross-team initiatives and shared onboarding activities.

X-Tracking Metrics – Extended tracking of employee progress, tasks, and training completion.

X-Portal Access – Grant extra permissions for specific systems or restricted resources.

Your Onboarding Dashboard – Personalized interface showing tasks, progress, and resources for each new hire.

Year-One Plan – Long-term roadmap for onboarding, development, and integration during the first year.

Your Role Overview – Clear summary of responsibilities, expectations, and deliverables.

Your Documents – Section for uploading, managing, and accessing all required forms.

Your Tasks – List of assigned onboarding activities with deadlines and priorities.

Your Team Introduction – Profiles of colleagues, managers, and reporting structure.

Your Learning Path – Personalized roadmap of training modules and courses for the role.

Your Milestones – Track key achievements and progress during onboarding.

Your Feedback Portal – Place for employees to provide suggestions or comments on onboarding.

Your Progress Reports – Regular updates showing completion of tasks and training modules.

Zero-Touch Onboarding – Fully automated onboarding process requiring minimal HR involvement.

Zoom Integration – Connect video conferencing tools for live training and meetings.

Zone-Based Access – Assign permissions based on location, department, or team.

Z-Checklists – Comprehensive task lists to ensure compliance and completion.

Zen Dashboard – Simplified and clean visual view of onboarding progress.

Z-Notifications – Alerts for urgent, pending, or overdue onboarding tasks.

Zip Uploads – Allow bulk submission of multiple documents in compressed format.

Z-Level Reporting – Hierarchical reporting of onboarding status across teams and departments.

Zero Errors Workflow – Workflows designed to minimize mistakes during onboarding.

Z-Tracker – Monitor engagement, task completion, and progress of new hires.

Employee Onboarding 365 Glossary

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