Introduction

Welcome to the comprehensive guide on the SCView Manage Employees page. This page within the Onboarding module is an essential tool for HR professionals and administrators looking to effectively manage employee onboarding and form submissions. By navigating through this guide, you will gain insights into how to log in, invite users to complete necessary paperwork, and manage these invitations efficiently within the SCView platform.

A. Problem statement

Organizations often face challenges in efficiently managing employee onboarding processes and document submissions. Traditional methods are frequently time-consuming, prone to human error, and difficult to track. The lack of a streamlined system can lead to delays in new hire onboarding, incorrect data entry, and inefficient communication between HR and employees.

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 signing in, read this guide.

Step 2:

Step 1: Select Tools > Manage Employees. There is also a shortcut on the Home page 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 following columns:

• 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 Employees 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 then be sent a link via email to fill out a packet. This link will require them to log in 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 Employees page.

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

Step 3: Select Existing from the User Type. This is a searchable field, or you can click the arrow to use as a dropdown. 

Step 4: Click and expand the dropdown 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 Employees 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. 

Update: Enhanced Link Expiration Settings

We have introduced a new feature that enables you to assign expiration dates to your links for enhanced security and control. You can now configure the expiration settings as follows:

- No Expiration: Select this option if you want your link to remain active indefinitely.
- Expire After Form Completion: Choose this option to have the link expire automatically once the associated form group has been fully completed.
- Expire After Set Duration: This option allows you to specify a number of days after which the link will automatically expire, regardless of form completion.

Additionally, for greater flexibility, you can combine the last two options: set the link to expire after the form group is completed and also specify a maximum number of days. This ensures that the link will expire when the form group is completed or when the specified number of days is reached, whichever comes first. This dual condition is particularly useful if you need to enforce a strict time limit for form completion.

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. This will show you the status of the document being filled out as well as where it is in workflow. 

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 Employees 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

• Secure Your Credentials: Always ensure your login credentials are secure. If using SSO, ensure that your organizational policies for single sign-on are followed.
• User Permissions: Verify that you have the necessary permissions to access the Manage Employees page. Contact your administrator to update your permissions if needed.
• Accurate Data Entry: Input accurate details for each user. This includes their names, email addresses, and the correct Form Group designation as this ensures they receive and complete the appropriate packet.
• Monitor Invitations: Regularly check the status of sent invitations to ensure timely submission and to provide assistance if needed.
• Utilize the Filter Functions: Use the Clear Filter button to clear any unwanted filters and ensure the correct view of the employee status list.

D. Troubleshooting

• Logging In Issues: If facing issues during login, refer to the guide provided or check if you’re entering the correct username, password, and database information.
• Invitation Issues: In case an employee does not receive an invitation email: First, verify the email address is correct. Update and resend the invitation if necessary.
• Issues with Form Group Selection: Ensure the correct Form Group is chosen for each employee. This step is crucial as it dictates the forms they are required to complete.
• Technical Support: For issues that cannot be resolved through these steps, contact SCView Support for further assistance.

E. Related Articles

Manage Contacts: Contacts Manager

Conclusion

The SCView Manage Employees page is an indispensable tool for efficiently managing the employee onboarding process. By following the outlined best practices and troubleshooting tips, HR professionals can streamline the onboarding workflow and enhance communication with employees. With SCView, organizations can reduce administrative overhead and ensure a more organized and error-free onboarding experience.