Introduction

The Manage Employee tool is part of the Onboarding module and is a popular choice among many districts due to its ease of use in inviting new hire employees and distributing onboarding packets. This integration will help streamline your onboarding process while maintaining ease of use. 

A. Problem statement

Employers need a quick and easy way for newly hired employees to complete their Onboarding forms and safely retain the documents for recordkeeping.

B. Solution

Our system allows this to be done electronically without the need to print, approve, or store physical paperwork. The process is outlined below.

Step 1:

Step 1: https://www.myscview.com 

Step 2: Enter the Username, Password and Database. Select Google or Microsoft if using SSO, and enter your Database only.

 Note: If you are having difficulty in signing in, read this guide.

Step 2:

Step 1: Select Tools > Manage Employees. There is also a shortcut on the Home tab for Employee Mgr.

Note: If you do not have access to this and feel that you should, please contact your admin to update permissions. 

Step 3:

The Manage Employees page will show a list of any employees who were sent Onboarding packets along with their completion status. Each listed user’s information is organized from left to right in the columns as so:

• Last Name
• First Name
• Email
• Employee ID
• Form Group
• Invite Date
• Submitted Forms
• Total Forms
• Status
• Cancelled (Checked/Un-Checked)
• Submitted Date
• User ID 

The  button will be listed at the top right. This is used to send an invitation within the

 Manage Employees page, which will be covered further below.

The  button will remove any header filters applied.

Step 4:

Next, we will demonstrate how to send invitations to employees within the Manage Employees page. There are three different user types that can be added based on the requirements to fill out a packet:

• Anonymous User 
• Existing User
• New User

Note: For all options, the system will require the First Name, Last Name, and Email fields to be filled out and have a Form Group chosen to determine which packet they are sent to complete.

An Anonymous User invitation does not require the employee to log into SCView in order to complete a packet. The invited user will receive a link via email to access and fill out the packet.

Step 1: Click the  button on the top right of the Manage Employee page.

Step 2: Select the desired "Form Group" from the dropdown.

Step 3: Select Anonymous from the "User Type". 

Step 4: Continue filling out the First Name, Last name, Email, Employee ID and Date of Birth. 

Step 5: Click "Invite" and the invitation email will be sent to the entered user's email address. 

Note: Employee ID and Date of Birth are not required. If entered, it will automatically be filled out if these fields are on the "Profile Form" in the Packet. If it is not entered on the invitation, they can be filled out on the form after they are submitted to Workflow.

Inviting an Existing User

An Existing user is someone who already has an SCView account in the system. The user will be then sent a link via email to fill out a packet. This link will require them to log into under the User selected within the invitation. The forms will not load if they log in as another User.

Step 1: Click the  button on the top right of the Manage Employee page.

Step 2: Select the desired ‘Form Group’ from the dropdown.

Step 3: Select Existing from the “User Type” 

Step 4: Click and expand the drop down on “User Select”. You will see all available SCView users currently in the system. Note: User ID, First name, Last name and Email will be auto-filled.

Step 5: Enter the Employee ID and Date of Birth.

Step 6: Click "Invite" and the invitation email will be sent to the user's email address. 

Inviting a New User

By using this option, you can create a new user in SCView while simultaneously sending out an invitation email with a link to complete a packet. The invitation email will also include the new user's SCView username and a temporary password. The link to complete the packet will require the employee to log in with the User ID that was entered within the invitation. The forms will not load if they log in as another User. 

Note: If your team is using Google or Microsoft SSO to log into SCView, contact the Support team to update the email invitation details to mention logging in using those tabs, and they can remove the temporary password as it will not be used with SSO.
Additionally, you will need to enter the employee's work email address under the User ID in order to use either SSO option.

Step 1: Click the  button on the top right of the Manage Employee page.

Step 2: Select the desired ‘Form Group’ from the dropdown.

Step 3: Select New User from the “User Type” 

Step 4: You will need to enter the SCView username you would like them to log in with.

Step 5: Continue filling out first name, last name, email, Employee ID and Date of birth.

Step 6: Click "Invite" and the invitation email will be sent to the user's Email. 

Note: If you are using a Profile form, it will auto fill the First Name, Last Name, Email, DOB and Employee ID on the form for the Employee if the invitation has those same values filled.

Step 5:

After invitations have been sent, you will be able to track the progress under the Manage Employees page by hovering your mouse over an invitation under the Status column.

You can easily manage your sent invitations by right clicking on an invitation and selecting one of the following:

• Update Email – Allows you to change the email address that was used to send the initial invitation. If done, you must then click resend invitation. You are not able to change the email address if the employee has already started their packet.
• Cancel Invitation – This will stop the user from being able to fill out the forms when loading the link from their invitation email.
• Resend Invitation – This will resend the invitation email based on the current email address listed for their invitation.
• Copy Invitation Link – This copies the invitation link to your clipboard for that employee. You can then paste the link into your browser to see exactly what they would see from their invitation link. This should only be used for viewing purposes.
• Delete Invitation– Deletes the invitation. Note: In order to Delete you must cancel the invitation first.

Note: On the left side of the Manage Employee page, you will notice a blank check box next to every employee invitation. You can select multiple users and simultaneously Cancel, Delete or Resend Invitations.

C. Best Practices

In regard to implementation, it is recommended to have a separate Form Group (Packet) set for each Employee type you have. That way, employees only fill out the forms they need. Our Support team can assist with any changes that need made to the Packets.

We do not recommend Cancelling and Deleting Invitations after they have been Completed. 

If you do not want to see all Completed invitations that are in the Tools > Manage Employees page, any filters you set in order to hide the Completed Invitations, will stay even if you leave the page and come back. You can click the Clear Filters button if you want to reset the view and show all. There may be a need to refer to any previously completed invitations in the future.

If employees do not need to use SCView after they complete their Onboarding Packets, it is best to use the Anonymous option when sending the Invitation. Then there is no need to require the employee to complete the Login process.

D. Troubleshooting

If Employees are having issues completing forms in a Packet, use the right-click > Copy Invitation Link option on the Invitation in question, under Tools > Manage Employees. Then paste the link into your browser's address bar and load the link. This will allow you to see everything they are seeing within their packet so you can assist them with completing their forms.

Conclusion

The Manage Employees tool is used with the Onboarding module and streamlines the process of distributing onboarding packets for new hires to complete, making it a preferred solution for many employers. The tool allows for multiple login methods based on what works best for your team. Our team can help customize what forms are included within each packet, so you can choose the group of forms that pertains to each type of employee. The Onboarding Progress can be tracked, and employees can all be managed online without the need for paper documents.