Workleap Onboarding
Overview
The Division of Enrollment Management (DEM) is committed to building a welcoming, inclusive workplace where you each team member is set up to thrive. DEM has developed a framework that seeks to ensure all team members can connect, learn, engage, and be supported within the workplace. This holistic approach to belonging is woven into each onboarding plan.
To support the onboarding process, DEM has adopted a tool called Workleap Onboarding. This tool provides an interface to help new team members stay organized while allowing supervisors to ensure all necessary steps are completed throughout an onboarding experience.
In Workleap Onboarding you will be able to:
- Track progress
- View upcoming tasks
- Access important documents and websites
- Connect with people across the Division
- Get help with any issues or obstacles
Feedback is an important component of onboarding. New team members will receive surveys from Workleap Onboarding to assess the experience, as well as address any issues in a timely manner. This feedback will be viewable to the supervisor, onboarding coordinator, and team members in the Office of Vice Provost.
Key Features
Once a plan has been created for a new team member, the supervisor should customize the plan. Below are a few key features of Workleap Onboarding that the supervisor should use when customizing plans.
Clips
Workleap Onboarding makes it very easy to request and embed clips in tasks. Supervisors should use this feature to enable new team members to receive an introduction to others on their team on the first day.
Scheduling Appointments
Appointments can be scheduled directly within a task. Scheduling an appointment will send a notification to the people assigned to the task. (Note: we are unable to fully integrate Outlook with Workleap so it is not possible to view calendars in Workleap.)
Adding New Tasks
The tasks in the templates will ensure that each onboarding experience meets the standards we have established for DEM. However, supervisors should add any other tasks that they would like once the plan has been created. It might even be helpful to create a template if a similar role will be hired frequently. (Onboarding coordinators can help create new templates.)
Creating Goals
In addition to tasks, supervisors should set goals within Workleap. Goals should be unique projects that the team member can accomplish within the first few months.
Setting Deadlines
Within a task, you can define a deadline for completion. Setting deadlines is a good way to help the new team member manage their workload.
Moving Tasks
Tasks can easily be moved from one day to another by dragging and dropping the task.
Important Information
- The supervisor and onboarding coordinator should adjust the description of each task to ensure that it is specific to the new team member. For example, change the generic “Your peer partner says hi” description to the name of the peer partner.
- When you schedule an appointment with someone who is coming from another campus unit and already has a wisc.edu email address, be aware that they will receive a notification as soon as you make the appointment. Consider whether you want to wait until they begin working for DEM before sending many new appointments while they are still in their previous position.
Frequently Asked Questions
For New Team Members
Workleap Onboarding is a web platform that organizes your onboarding into tasks and provides a way for you to easily access all the tools and information you need. Your supervisor has created a plan that is specific to your position and team. Workleap provides an extensive help section. To understand your plan, this link provides an overview.
Yes. Workleap Onboarding provides a way to ensure that all new DEM team members are receiving a cohesive onboarding experience. The plans also provide a way for you and your supervisor to keep track of important tasks.
Your supervisor should be able to answer any questions you have.
Please email dem_support@em.wisc.edu if you need any assistance.
You will be able to access your plan as long as you remain active with DEM. All documents and attachments will remain in your resources section, even after you complete the task it was attached to so you can use the plan as a reference for as long as you need it.
While there is no specific requirement, you should check it regularly enough to keep on track with the activities in the plan. In the first few weeks, you might find it helpful to start each day by checking in on the plan.
For most activities, the timeline is a guide. There may be times that you can work ahead and times when you a task takes longer than expected. That is okay. Talk to your supervisor so they understand where you are.
Some activities do have rigid deadlines. For example, you must complete I9 verification within your first 3 days and you must complete benefit applications with your first 30.
For Supervisors
Workleap Onboarding is a web platform that organizes tasks into a calendar. You are able to add, edit, and delete activities. You can also provide links, attachments, video clips, checklists, and schedule meetings.
You can learn more about creating a plan through this link.
Yes. Workleap Onboarding provides a way to ensure that all new DEM team members are receiving a cohesive onboarding experience. The templates are built around the onboarding standards so using this tool helps supervisors and new team members meet the standards.
Please email dem_support@em.wisc.edu to get assistance with setting up a new onboarding plan.
Yes, it is highly encouraged that you create a plan that fits with the new team member’s schedule and your goals for their onboarding. It is easy to move tasks around, add more information to each task, and create new tasks. Although you shouldn’t change the template itself, the templates should be used to create a custom plan for each new team member.
Your onboarding coordinator can help you build a customized plan.
You can delete tasks that don’t apply to a specific individual. For example, if someone does not need a purchasing card, you can delete that task.
Team members can record short video clips that will be attached to an activity. This article provides details on how to request a clip.