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Onboarding - overview for Managers

Updated

Audience

This article is for managers who use Roubler to onboard employees.
It explains how to add or invite staff, track their onboarding progress, and resolve common onboarding issues from the manager view.

Before you start

To ensure onboarding goes smoothly for your team:

  • Use a desktop or laptop when:
    • Inviting employees
    • Managing onboarding

    • Troubleshooting errors

  • Confirm your own access:
    • You should have a manager/administrator permission group that allows you to:
      • View and edit employee profiles

      • Send onboarding invitations

  • Have the correct details ready for each employee:
    • Name and contact details (email and/or mobile)
    • Primary location and position

    • Any other mandatory fields your business requires

If you are unsure about your permissions or which onboarding workflows to use, check with your internal HR/Payroll or system administrator.

How Roubler onboarding works (manager view)

Every employee’s access in Roubler has two main parts:

  1. Employee profile
    • Created in Roubler by a manager/admin or via import
    • Holds employment, pay, location and permission information
  2. Onboarding workflow
    • Sent as an invite (email/SMS)
    • Employee completes all required tabs/pages, including any signatures and declarations

    • Once finished, the employee’s status changes to Active, and they can be scheduled and paid

As a manager, you control:

  • How employees are added or invited
  • Which onboarding workflow they receive

  • Their status (Draft, Invited, Onboarding, Active, Terminated)

Step 1 – Add or invite employees

Roubler provides multiple ways to add or invite employees. Use the option that matches your situation.

1.1 Invite a new employee (single invite)

Use this when the person has never worked for your company in Roubler before.

  1. Go to Employees.

  2. Click the Add/Invite (paper plane / plus) icon.

  3. Complete the Employee Invite form:
    • Name and contact details (email and/or mobile)
    • Primary location and position

    • Any mandatory fields in your configuration

  4. (Optional) Attach a contract or document and select the correct onboarding workflow.

  5. Select Invite Employee to send the onboarding email/SMS.

If you see an error that the email is already in use, the employee likely has an existing Roubler account. Use the Rehire or Restore options instead of creating a duplicate profile (see below).

1.2 Invite multiple new employees (CSV import)

Use this when you have a list of new employees to add at once (for example, seasonal intakes).

  • Go to Settings > Importers > Employee Invites and upload the CSV.

  • The import:
    • Creates multiple employee profiles

    • Allows you to send onboarding invitations in bulk (depending on your configuration)

If you do not see this option, contact your internal HR/Payroll or system administrator.

1.3 Create a draft employee, then invite

Use Draft Employees when you only have partial information now but want to capture the person in Roubler and invite them later.

  • Draft employees:
    • Can be created with minimal data (e.g. first & last name)
    • Appear in the employee list with status Draft Employee

    • Do not sync to payroll and do not have access until invited and onboarding is complete

To convert a draft to an active onboarding:

  1. Open the draft employee profile.
  2. Use the Invite option.
  3. Enter/update contact details.
  4. Select the appropriate onboarding workflow.

  5. Send the onboarding invite.

1.4 Rehire a returning employee

Use this when rehiring someone who has previously worked for you in Roubler.

  • Do not create a new profile for a returning employee; all employment periods should remain on a single profile for accurate reporting.

To rehire:

  1. Go to Employees.

  2. Filter Status = Terminated and find the employee.

  3. Open the profile and go to Employment status to view their employment history.

  4. If they are re‑employable, select Rehire employee and update:
    • New start date
    • Location, position and pay details

    • Whether to send a new onboarding invitation (recommended so they can review/update their details).

1.5 Restore a deleted profile, then rehire or invite

If an invite fails or you suspect a previous account but can’t find the profile, it may have been deleted/archived.

  1. Go to Settings > Restore Employees and search for the employee.

  2. Select Restore Employee if found.

  3. After restoring, decide whether to:
    • Keep them Active, or
    • Terminate again after resolving the issue

  4. Use Rehire (for returning staff) or Invite (if they should be newly active again).

Employee profiles with payroll history generally should not be deleted; termination is preferred.

Step 2 – Track onboarding status and progress

Use the Employees list to monitor onboarding and identify who still needs action.

Typical statuses:

  • Draft – Basic details saved; no invite sent yet.

  • Invited – Onboarding invite sent; the employee has not started.

  • Onboarding – Employee has started but not finished all tabs/pages.

  • Active – Onboarding complete; the employee can be rostered and paid.

  • Terminated – No longer employed; history is retained.

Manager tools:

  • Use Filters in Employees to show:
    • Status = Invited – sent but not started

    • Status = Onboarding – started but not finished

  • Use the envelope icon to identify employees who have been invited but not started.

If someone is stuck:

  • Confirm they are completing onboarding on a desktop or laptop, not via the mobile app.

  • Remind them to:
    • Complete all tabs/pages until each shows a green tick

    • Sign, then Save and Next on pages that require signatures

Step 3 – Manager actions when onboarding issues occur

3.1 Employee has not received the onboarding email/SMS

If an employee says they haven’t received their invite:

Ask them to:

  • Check Inbox, Spam/Junk and other folders (e.g. Promotions/Updates).

In Roubler, you should:

  1. Confirm their status is Invited (envelope icon visible).

  2. Check the email/mobile on their profile for typos.

  3. Use the envelope icon to resend the onboarding invitation (update contact details if needed).

  4. Remind them to use the most recent invite only.

If they still don’t receive it after you’ve checked details and resent, escalate to your internal HR/Payroll or support team with the employee details so they can investigate further.

3.2 “Employee onboarding doesn’t seem to be configured for this company”

Employees may see an error from their onboarding link if the onboarding workflow was deactivated or deleted.

As a manager:

  1. Send a new onboarding invite using a confirmed active onboarding workflow.

  2. Instruct the employee to:
    • Ignore all previous invites

    • Use the latest invite only

If the error persists after a new invite with a valid flow, contact your internal HR/Payroll or Roubler system owner with:

  • Employee name and ID
  • Onboarding flow used

  • Screenshots of the error and steps already tried

3.3 Employee can’t finish onboarding / stuck on a page

Common causes:

  • Required fields not completed
  • Signature step not properly completed
  • Not all onboarding tabs finished (status remains Onboarding)

Manager checklist:

  1. Filter Status = Onboarding and locate the employee.

  2. Ask them to:

    • Use a desktop browser (not the mobile app)

    • Work through each tab and:
      • Fill in all required fields
      • Click Sign where required

      • Click Save and Next until they reach the final confirmation page

  3. If they see blank/partial pages:
    • Ask them to clear browser cache and cookies and try again

    • If possible, test in a different browser (e.g. Chrome or Edge)

If they still cannot progress after those checks, escalate to your internal HR/Payroll or support team with screenshots and the employee’s details so they can investigate or escalate further.

3.4 Draft employees not appearing in payroll

This is expected behaviour:

  • Draft employees do not sync to the pay engine.

  • They will only appear in payroll once: 1. You have sent an onboarding invite, and 2. The employee has completed onboarding and reached Active status.

If payroll expects to see an employee, check that both of these steps are completed.

Frequently asked questions and troubleshooting

Q. How can I quickly see who hasn’t started or finished onboarding?
Use the Employees list filters:

  • Status = Invited for employees who received an invite but haven’t started.

  • Status = Onboarding for employees who started but haven’t finished all tabs.

Q. An employee says their onboarding link doesn’t work or shows an error. What should I do first?

  • Confirm their contact details are correct.
  • Resend the onboarding invitation using the envelope icon in the Employees list.
  • Make sure the invite uses a valid, active onboarding workflow.

  • Ask the employee to use only the latest invite and complete onboarding on a desktop browser.

Q. Why is an employee still showing as “Onboarding” even though they think they’re done?
They may have missed a required field or signature, or not clicked Save and Next on a page.
Ask them to log in on desktop, open each onboarding tab, and check that every page shows a green tick after saving.

Q. Can I change an onboarding workflow after I’ve sent an invite?
You cannot edit the workflow on an invite that has already been used, but you can:

  • Update the employee’s details or assigned workflow where allowed.

  • Send a new onboarding invite using the correct, active workflow and ask the employee to use that latest invite only.

For structural changes to onboarding workflows themselves, contact your internal HR/Payroll or system administrator to review Onboarding settings.

Q. I can’t add or invite employees – I get an “unauthorized” or access error.
This usually relates to your permissions or location access. Ask your internal HR/Payroll or system administrator to:

  • Check your permission group and location access.

  • Confirm you have rights to view and create/update employees for that location.

Who to contact for help

If you have followed the steps in this guide and still need assistance, please contact:

  • Your internal HR or Payroll team, and/or
  • Your organisation’s internal Roubler/system support team

They can:

  • Check and update employee details, permissions and locations
  • Review and adjust onboarding workflows or configuration

  • Escalate issues with full details if further technical investigation is required

You can copy and adapt this article into your Zendesk knowledge base, tailoring any terminology (e.g. team names, internal support contacts) to match your organisation.