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Onboarding in Roubler – Overview for HR Administrators

Audience

This article is for HR administrators and People & Culture teams who:

  • Own employee records and onboarding in Roubler
  • Configure onboarding workflows, contracts, and policy acknowledgements
  • Support managers and employees with onboarding and login

  • Work with payroll on SimplePay, Employment Hero (KeyPay), or PaySpace integrations

Before you start

1. Know your payroll engine and direction of onboarding

Your onboarding process depends on your payroll engine:

  • SimplePay & Employment Hero (KeyPay)
    • Onboarding starts in Roubler.
    • Employees are created and onboarded in Roubler.

    • When their profile becomes Active, Roubler creates/updates the employee in the payroll engine via integration.

  • PaySpace
    • Onboarding for core employment/pay starts in PaySpace.

    • Employees are created in PaySpace and then integrated into Roubler to create/update their profile (Basic Integration for employee details).

HR typically uses Roubler to manage day‑to‑day HR onboarding, documents and compliance, while payroll engines hold the underlying pay configuration and calculations.

2. Confirm your permissions

As HR Admin you generally need to be able to:

  • View and edit employee profiles
  • Send onboarding invitations
  • Access Management → Settings → Onboarding settings

  • Maintain HR documents and templates used in onboarding

If you can’t see Onboarding settings or can’t send invites, ask your internal Roubler/system administrator to adjust your permission group.

3. Understand key onboarding concepts (including probation)

Across all payroll engines, onboarding in Roubler uses three building blocks:

  • Employee profile – created in Roubler (or synced from PaySpace); holds personal, employment, location and permission information.

  • Onboarding workflow – a configured set of tabs/pages, fields and documents employees must complete and sign.

  • Roubler login (user account) – created by the employee from their invite when they set their username/password.

Profiles move through Draft → Invited → Onboarding → Active → Terminated; only Active employees appear in rosters, timesheets and payroll.

Probation periods:

  • Many organisations track probation end dates and use Roubler to support probation alerts (for example, alerts that no longer appear once an employee is terminated).

  • As HR Admin you should:
    • Know your probation policy (length, renewal/extension rules).
    • Decide where probation is captured in the employee profile (e.g. a custom field or employment section).

    • Make sure your onboarding workflows collect any probation‑related information that managers need (e.g. probation length, review date, acknowledgement of probation terms).

How Onboarding works in Roubler (HR admin view)

At a high level, the HR‑owned onboarding lifecycle is:

  1. Create or locate the employee profile

    • New hire, draft, bulk import, rehire, or integration from an external system.

  2. Attach an onboarding workflow and send an invite

    • Employee receives an email/SMS link and is guided through the configured onboarding steps.

  3. Employee completes onboarding

    • Fills in all mandatory fields, signs required sections, and completes the Final Declaration until every tab has a green tick.

  4. Status becomes Active

    • Employee can be rostered and payrolled; Roubler sends updates to SimplePay/EH where applicable.

As HR, you:

  • Configure and maintain onboarding workflows and probation‑related fields.
  • Control how employees enter Roubler (invite, draft, import, integration).
  • Monitor who is stuck in Invited/Onboarding and follow up before first shift/pay.
  • Coordinate with payroll and IT on integration issues.

Onboarding options

1. Username options – email vs mobile number

Roubler usernames are typically:

  • Email address (most common), or

  • Mobile number, depending on your chosen convention.

Recommendations:

  • Choose a standard (e.g. personal email vs work email vs mobile) and apply it consistently.

  • Use the employee profile Settings tab to correct usernames (e.g. email typo, switching from personal to work email).

Mobile‑based usernames are often useful for frontline staff with limited email access; there is dedicated guidance for changing usernames to mobile where needed.

2. Adding a Draft Employee

Use a Draft Employee when:

  • You only have partial information (e.g. just name and basic details).

  • You want to capture someone in Roubler now and send a full onboarding invite later.

Key behaviour:

  • Draft employees appear with status Draft Employee.
  • They do not sync to the pay engine and cannot log in until:
    • You send an onboarding invite, and

    • They complete onboarding and become Active.

To convert a draft:

  1. Open the draft profile.
  2. Add/update contact details and employment info (including any probation‑related fields, if you use them).
  3. Select the appropriate onboarding workflow and send an Invite.

3. Inviting an Employee to onboard (standard self‑service flow)

For new starters who have never worked for you in Roubler:

  1. Go to Employees.
  2. Click the Add/Invite (paper plane/plus) icon.
  3. Fill in the Employee Invite form:
    • Name, email/mobile
    • Primary location and position

    • Any mandatory fields (including custom HR/probation fields if relevant).

  4. Optionally attach contract or policy documents and select the onboarding workflow.

  5. Click Invite Employee to send the email/SMS.

If you see an error that the email is already in use, the person likely has an existing Roubler account; use Rehire / Restore instead of creating a duplicate profile.

4. Adding a full Employee bypassing onboarding

Sometimes you may fully create a profile without asking the employee to complete self‑service onboarding, for example:

  • Legacy staff brought into Roubler mid‑implementation
  • Non‑app users who won’t use self‑service
  • Historical employees who must exist in Roubler for records, not for active work

Options:

  • Use manual onboarding (HR completes all profile tabs in Roubler rather than sending an invite).

  • Mark the employee as Active without sending an invite; they can still be rostered, clocked via kiosk, and paid.

Where you skip self‑service:

  • Ensure HR still records probation status and end date on the profile if your policy requires it.
  • Be aware you lose the direct electronic acknowledgement/signature trail for that employee.

5. Bulk import

Bulk tools are ideal for roll‑outs and seasonal intakes:

  • Employee Invites importer (live use)
    • Go to Settings → Importers → Employee Invites.

    • Upload a CSV to create multiple employees and (depending on configuration) send onboarding invitations in bulk.

  • Implementation‑time bulk uploads

    • During implementation, your specialist may bulk‑load employees into Roubler as part of Module 2: Employees; you then use onboarding flows to gather any missing HR, document and probation information.

For both approaches, confirm the templates include any probation‑related columns you want to manage centrally.

6. Integrating from an outside system

Examples of external systems that can create or seed employees in Roubler:

  • Recruitment platforms (e.g. Expr3ss!)

    • Expr3ss! calls Roubler’s external API (endpoint like addEmployee(draft)) to create employees in a draft/incomplete state when candidates are hired.

  • Other HR/onboarding or e‑learning systems (e.g. enableHR, GO1)

    • These may create draft or partial employees and rely on Roubler onboarding for completion and HR documentation.

As HR Admin:

  • Treat integration‑created employees like draft/imported employees:
    • Attach an appropriate onboarding workflow (including any probation fields/acknowledgements required).
    • Send the invite and ensure they reach Active status before first shift/pay.

General onboarding process and integrations

SimplePay and Employment Hero (KeyPay)

For SimplePay and Employment Hero / KeyPay, Roubler is the starting point.

Step 1 – Create & invite in Roubler

  • HR/Managers create the employee (invite, draft+invite, bulk import or rehire) and attach the correct onboarding workflow.

Step 2 – Employee completes onboarding

  • Employee opens the invite, creates/uses their Roubler login, and completes all tabs and signatures, including any probation‑related acknowledgements, until every tab has a green tick and they see the success/confirmation page.

  • Status changes to Active once all mandatory requirements are met.

Step 3 – Roubler → payroll engine

  • Roubler then creates or updates the employee in SimplePay/EH via the integration, according to your field mapping (including employment status, locations and other agreed data points).

HR responsibilities:

  • Make sure onboarding flows collect everything payroll needs (e.g. tax, bank, employment terms, probation information).
  • Ensure no employees remain Draft/Invited/Onboarding at payroll cut‑off.

  • Work with Payroll/IT to resolve any integration error emails (mapping failures, access issues).

PaySpace

For PaySpace, PaySpace is the primary employee master.

Step 1 – Create in PaySpace

  • Payroll/HR create employees in PaySpace, including employment and pay details.

Step 2 – PaySpace → Roubler integration

  • A one‑way integration sends employee and pay data into Roubler, creating/updating the employee profile in Roubler (Basic Integration).

Step 3 – HR onboarding & documentation in Roubler

  • Once present in Roubler, HR can:
    • Attach/send Roubler onboarding workflows to manage contracts, policy acknowledgements, HR forms and probation confirmations.

    • Use Roubler to manage documents, qualifications, and reporting hierarchy.

HR responsibilities:

  • Keep PaySpace as the system for core pay/employment while using Roubler for HR onboarding content and compliance.

  • If a PaySpace employee never appears in Roubler, check integration configuration and access‑token or scope errors.

Onboarding flows (Onboarding settings)

Use Management → Settings → Onboarding settings to design your flows.

On the Onboarding settings screen you can:

  • See each workflow’s Name, Locations, Positions, Employment Types, Status (Active/Inactive) and actions (edit, activate/deactivate, delete).

  • Filter by All vs Active workflows, search, and export to CSV.

To create a workflow:

  1. Click +.
  2. Enter a Name and optional Description.

  3. Select which Locations, Positions, Employment Types it applies to (if none specified, it applies company‑wide).

  4. Save, then edit the workflow.

When editing:

  • Some sections (e.g. Job details, Consent, Personal) are mandatory and cannot be removed.

  • For each section you can:
    • Configure required fields.

    • Set Requires signing and ensure Employee must sign is correct for contractual/policy pages.

  • We recommend making the workflow Inactive while you edit, then re‑activating it to avoid employees using incomplete designs.

To support probation, you can:

  • Add probation‑related fields via custom forms/fields (e.g. probation length, probation end date, special probation terms).

  • Include a dedicated probation section in the onboarding flow where employees acknowledge probation conditions and managers can later see the configured probation end date.

  • Use probation information alongside any probation alerts your account may be configured to show (e.g. not showing alerts after termination).

If an employee’s invite is linked to a workflow that has since been deactivated or deleted, they may see the error “Employee Onboarding doesn’t seem to be configured for this company”; see Troubleshooting below.

Rehire and reinstate Employees

Roubler provides a controlled process to rehire or reinstate terminated employees.

How to rehire:

  1. In Employees, filter Status = Terminated.
  2. Open the employee and go to Employment Status.
  3. If marked re‑employable, click Rehire employee:
    • Set the new start date.
    • Update location, position and pay.
    • Confirm probation details (e.g. whether a fresh probation period applies, and its end date).

  4. Usually send a new onboarding invite so the employee can confirm/update personal, banking, tax and probation information.

There may be a reinstate window during which you can reattach the same pay‑engine profile; after that, you may be required to create a new pay‑engine profile to clearly separate employment periods.

Important:

  • Do not repurpose old profiles by changing their email to simulate a “new” employee; this is no longer supported and can cause onboarding and integration issues.

  • Rehired employees should choose “Existing user account / Log into existing account” when accepting their invite, rather than creating a new account.

Frequently asked questions and troubleshooting

1. How do I see who hasn’t started or completed onboarding?

Use filters in Employees:

  • Status = Invited – invite sent, not started (envelope icon).
  • Status = Onboarding – started, not finished all tabs.

You can then:

  • Resend the invite (envelope icon).
  • Remind them to complete all tabs until they see a success message and all green ticks.

2. Employee hasn’t received the onboarding invite

As HR Admin:

  1. Ask them to check Inbox, Spam/Junk and other tabs (Promotions/Updates).
  2. In Roubler, confirm:
    • Status is Invited.
    • Their email/mobile is correct (no typos).
  3. Use the envelope icon to resend the invite; update contact details if needed.
  4. Stress that they must use only the latest invite.
  5. If nothing arrives after these checks, escalate internally and then to Roubler Support.

3. Employee says they’ve completed onboarding but still show as “Onboarding”

Common reasons:

  • One or more tabs have no green tick (missing mandatory fields).
  • They didn’t fully complete a signature step or forgot to press Save & Next.

Ask them to:

  1. Log in via desktop browser at app.roubler.com.
  2. Open every onboarding tab and:
    • Fill in any red/required fields.
    • Click Sign, then Save & Next.
  3. Confirm all tabs have green ticks and a final success message is shown.

If many employees are stuck on the same step, review the Onboarding workflow configuration for that section.

4. Error: “Employee Onboarding doesn’t seem to be configured for this company”

This indicates the invite is attached to a deleted or inactive onboarding workflow.

Steps:

  1. Confirm there is an Active workflow suitable for that employee’s location/position.
  2. Send a fresh invite using the active workflow.
  3. Instruct the employee to ignore old links and only use the latest invite.
  4. If the error persists, capture screenshots and escalate.

5. Draft or Onboarding employees missing from timesheets or payroll

This is expected:

  • Draft – not invited, not integrated, cannot log in.
  • Invited/Onboarding – onboarding not finished; they will not appear in:
    • Rosters
    • Timesheets
    • Pay‑engine integrations

To fix:

  1. Ensure they have been invited.
  2. Confirm onboarding is fully completed and status is Active.
  3. For SimplePay/EH, allow the integration to run; for PaySpace, verify the PaySpace record and integration status.

6. Employee is Active in Roubler but not appearing in SimplePay / EH / PaySpace

Check:

  1. Integration status – any recent “Roubler Integration Update” or PaySpace token errors?
  2. Field mapping – any mapping errors (e.g. “does not map serviceKey from Roubler to SimplePay”)?
  3. Inclusion rules – do they meet any location/pay point/company filters used in the integration?

If still unresolved, escalate with integration details (see next section).

7. Duplicate profiles / “You are already an employee of this company”

Cause: there is usually another profile (active or deleted) with the same email/username.

HR steps:

  1. Check Employees and Settings → Restore Employees for existing profiles.
  2. Decide which profile is the primary (usually the one with employment history).
  3. Adjust the other profile’s username/email to avoid conflict.

  4. For returning staff, use Rehire instead of creating new profiles and reusing emails.

Who to contact for help

Use this escalation path:

  1. Internal HR / People & Culture (you and your team)
    • Own onboarding workflows, documents and probation‑related fields.

    • Validate employee status, locations and permissions; resolve simple onboarding issues.

  2. Internal Payroll / System / Integration owner
    • For:
      • SimplePay / Employment Hero / PaySpace integration issues
      • Questions about data required for payroll

      • Mapping and scope decisions for which employees and fields sync between systems

  3. Roubler Support
    • Escalate when:
      • You have checked status, onboarding workflow, contact details, permissions and, where applicable, integration logs.
    • Include:
      • Company name and payroll engine (SimplePay / Employment Hero / PaySpace).
      • Employee full name and Roubler Employee ID.
      • Their status (Draft/Invited/Onboarding/Active/Terminated).
      • Exact error messages and screenshots.

      • Steps already taken (invites resent, workflows checked, integration errors reviewed, browsers/apps tried).

Providing these details upfront helps Roubler Support and any technical teams resolve onboarding issues quickly and accurately.