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Terminology

Terminology

Account owners

Account owners are the people who have access to every part of the platform, including the billing section. We recommend only one or two people have this level of access.

Admin

This account type has a wide range of access too, but they don’t have access to the billing information. This role is ideal for your managers who will be overseeing a lot of people through their journeys.

Contributors

Contributors only get a very limited amount of access to the platform. They can see what they need to accomplish to help move along the journey, but can’t see how other people are progressing. This role type is ideal for people that only play a limited role within your journeys, like buddies.

Viewer

This is the most basic role and is mainly for the people who are going through the journeys, in most cases, a new employee getting onboarded. They will only be able to see what they need to complete in order to move along in their journey.

Journeys

Journeys are the complete package. It’s the whole experience from who gets what and when things get rolled out. Journeys are usually focused on a large group of people, for example new hires during onboarding, but they are customizable enough to fit any of your situations.

Steps

Each step in a journey is something someone has to complete. They either have to read your content, answer your questions, or do whatever the step asks of them. Their progress in the journey is dependent on how many steps they have completed.

Items

Items are the things that make up steps. You can almost think of them as pages. For example, you can place a content builder page to handle any text or photos you’d like to use.

Components

Components are the most basic part of your journeys. They are the actual blocks that you add your content to. For example, you can use the text component to add text to your content builder.

Team member vs Employee

As you will notice when building or editing your journeys, we make a difference between team members and employees. This difference is to help keep assigning roles and responsibilities straight. A team member is someone who is playing a helping role in a journey (like a buddy, Payroll, I.T., etc.). An employee is the person who is the main subject of a journey (like a new hire).

How to create your content

How to create your content

To create your content, let’s first go over the different items that you can add in each of your steps then learn how to add a step in your journeys.

Overview of a step

Similarly to real life, a step is something that the subject of your journey, the employee, needs to accomplish in order to move forward in their journey. Any step can be made up of 7 different items. Those items are:

  • Content Builder: The content builder is the item to use when you want to use a lot of text, photos, or other pieces of content that you feel will help convey how great your company is. 
  • Smart form: The smart form will allow you to ask questions during a journey. There are several question components ranging from ratings to multiple-choice to essay questions.
  • Event Reminder: This item allows you to remind people of an event, like a check-in. When you first build your step with this item, you can put an estimated date, but the person who receives the reminder can change the date to fit their own schedule.
  • Communication: This item is an awesome tool when you want to encourage your managers to send a message. You can write out a pre-written message that the person can fire off at a press of a button or they can edit and make their own message once they receive the step. 
  • Embed URL: This item allows you to add PDFs to your journeys. Need one of your mentors to look over the mentor handbook? This will allow you to send that handbook in an easy to read, and access, way.
  • Confirmation: There’s a lot of things and people that go into great onboarding. This item helps ensure all those things get done by the right person. It presents a checklist for people to confirm they have done everything.
  • Record Video: This item allows people to record a video of themselves for you to watch later. This is ideal if you want to learn about someone in a more face-to-face way.
How to add steps to a Journey

Every great journey starts with a great first step. Whether you’re creating a blank journey or editing existing templates, making sure your steps stand out is a great way to get your employees engaged when they’re going through the journey.

To add a step to a journey, first open the journey editor via the pencil icon. Then hover over the large blue + button on the lower left-hand side of the screen. You will then get the option to add a “team step” or an “employee step”. 

A team step will allow you to assign that step to one of your team members, while the employee step will assign it to the employee who will be the main person going through the journey. After you select which step you want to add, you’ll then be able to create your content.

Creating your content can be a great way to show off what makes your company awesome! To start creating your content within a step, simply drag and drop one of the items from the toolbar. Once you have decided which items will work best for you, you can start adding your content to them.

Create your very own engaging content by dragging and dropping the components you want. For example, if you want to tell an inspirational story, you’ll want to use the content builder’s text component. If you want to get to know someone a bit better, you should use the smart form item to access its question components.

How journeys work

How journeys work

We’ll be going over everything you need to know about creating journeys.

Where to start?

To begin editing your journeys, you’ll first need to go to the Journeys page. You can go to your Journeys page by clicking the journey icon on the left hand menu when logged into the platform. After that you can see all your journeys, their options and the progress people are making in them.

If this is your first time moving around the platform, you’ll only see one premade journey — the New Hire Onboarding journey. This journey is a collection of well-researched best practices. It does require some editing to inject your own brand into it, but it is set-up to work right out of the box.

Creating a New Journey

There are two ways you can create a new journey; from scratch and from a template.

From scratch:

To start a brand new journey, you’ll need to click the “+” icon at the top right-hand side of the page. Then select the “Get Started” option in line with the “Blank” option. This will open a completely new journey for you to create the onboarding journey of your dreams!

From a template:

While creating a blank journey will give you more flexibility on choosing which steps you’d like in your journey, it’ll also require more setup time. Using one of our templates can be a quick way to get started on using the platform with minimal effort. 

To start from a template, you’ll need to click the “+” icon at the top right-hand side of the page. Then simply choose which template you wish to use and click the “Get Started” option. This will open up the selected template and you’ll be able to edit it to your liking.

Journey options

There are a few options you can take advantage of while browsing journeys. One of which is filtering the journeys. By clicking Show Advance Filters on the top right, you’ll be able to filter journeys by their office, department, position, team and even by tags to quickly find specific journeys.

You’ll also be able to take advantage of a few other options available in the Journey settings dropdown (right of the journeys). Here’s a quick overview of each of them:

  • Edit Journey
    • Clicking this option will allow you to edit your Journey. You can also choose to click the pencil icon on the right of your journey to make edits.
  • Manage Team (link to article)
    • Managing the team will allow you to manage the employees who are over seeing a specific journey.
  • View Journey Results
    • This is where you go to see all of the progress employees made throughout the journey. You will also be able to see the answers for specific steps.  
  • Turn Off Journey
    • Turning off a journey will cause all future activities to cease until the journey is turned back on.
  • Duplicate a Journey
    • Duplicating a journey will make a copy of an existing journey but won’t copy over the employees that are currently going through the journey. 
  • Delete Journey
    • Clicking this option will delete your journey and this cannot be undone! Please double check before deleting a journey.
Adding a team member to a journey

Team members are those who oversee the employees going through a journey. This includes buddies, mentors, human resources and whoever else you deem should be involved in the process.

Before adding a team member to a journey, you first need to make sure that they’re a user in the platform.

Once you’ve added a team member to a journey, you can assign them tasks throughout a journey.

Adding an employee to a journey

When you’ve finished creating your journey and want to put an employee through your newly created journey, you’ll need to first add them to the platform. You can do so by either adding them through the employee directory section in the left hand menu or by clicking on the Assign employee button on the top right when viewing a journey and then clicking the add a new employee hyperlink.

After adding the employee to the platform, you’ll need to click on the journey you’d like them to be added to. By clicking on a journey, you’ll be able to see every employee that’s currently in the process of completing a journey. As you haven’t already added an employee through one of your journeys, you shouldn’t see any employees when you click on a journey. Clicking the Assign employee button on the top right of the page, you’ll get a prompt to choose which user you’d like to add to the journey. 

If you have steps that start before the start date, make sure the date you enter for the start date is in the future to give time for your earlier steps to run.

Journey view explained

Once you’ve added a few employees through a journey, you can start taking advantage of a few features related to viewing and reviewing journeys. The first of which is to view how well employees are working through their journeys.

Viewing an employee’s timeline

You can see how well an employee is progressing through their journey and what is upcoming for them. To see this, click on the journey you’d like to view more of. You will then see all of your employees who are working their way through that journey. Find the employee you want to see more about, and click on their name.

You will now see the entire journey for that employee. You can see what steps they have taken and what steps your team members have taken. Keep in mind that you can’t edit the journey in this view, you can only check-in on how things are going.

Viewing an employee’s results

Depending on what items you use to create your steps, there will be results from your employees. This can come in the form of survey results from your Smart Form items or recorded videos. 

To view these results, first go to the Insights and Reports tab on the left hand side of the screen. Find the “Journey Results” box and click the “Review Results” blue-highlighted text. You will then be able to sort through all the employees who have submitted some kind of result. Find the employee you want and click on their name.

You will see an overview of all of the steps they have completed. The steps in which the employee submitted something will have a “Review” option in the right most column. Simply click on the blue-highlighted text and you’ll be able to view what the employee responded with.

Filtering Journeys

If you want to quickly sort through your many journeys in a quick and easy way, try using the filters. On the right hand side of your screen, you will see “Show Advanced Filters”. By clicking on this, you will be able to access all the filtering options for your journeys.

You can filter journeys based on their status. For example, if you want to only see journeys you have paused or turned off, you can select the “Paused” filter.

If you have steps that start before the start date, make sure the date you enter for the start date is in the future to give time for your earlier steps to run.

Manage Teams

Manage Teams

Whether you’d like to add someone to a journey or you’d like to add a new manager to oversee the employees getting onboarded, you’ll first need to add them as users on the platform. There are two ways in which you can do this. One way is to do a bulk import and the other is to simply add each employee at a time manually.

Importing Employees

The easiest way to add your employees to the platform, would be by adding them through our bulk import option. First you’ll need to go to the Employee Directory on the left-hand menu. You can then find the bulk import option at the top right of the directory. 

By providing a spreadsheet list of the users you’d like to add to the platform, we’ll automatically add them for you so you don’t need to add them manually. In order to import your employees through the bulk import option, you’ll need to make sure your spreadsheet file is properly formatted. First and foremost, you’ll need to make sure you export your spreadsheet in a .csv file. You’ll also need to make sure your spreadsheet includes the following columns:

  • First Name
  • Last Name
  • Department
  • Position
  • Email

Another column that you may be interested in including is a column for their mobile phone number, but that isn’t required.

Manually adding employees

If you’d prefer to add your employees manually, you can do so by first going to the Employee Directory section of the left hand menu and clicking on the Add Employee button on the top right. 

You will then be prompted to fill in key information, such as their name, department, position and their email address. This will help us send them an invite and their steps.. This information can help add that personalized touch with the use of placeholders.

Placeholders

Placeholders

To create your content, let’s first go over the different items that you can add in each of your steps then learn how to add a step in your journeys.

Adding a placeholder to a component

We took a lot of manual work out of customizing processes by implementing placeholders to enhance the personalization of each step. 

The placeholder option can be found in areas where you can edit text, like the notifier message, the text component, the communication item and a few others. To add a placeholder, simply click on the placeholders button. Several options will appear, some in drop-down menus, so feel free to go through and find the exact information you’d like to add. 

The placeholder will fill in once the message is sent, so even though it may look strange at first, rest assured that the proper information will be there when the message is sent.

Mapping an employee’s response

While asking questions to the employees going through your journeys, you can use functionality that fills in their profile with their answers. For example, if you wanted a new hire to write a short bio for their headline, you can use a short answer component and map it so that their answer appears in their profile.

To do this you’ll need to start by using a component that has the “Map Data” functionality. A few examples of components that allow these are:

  • Multiple choice
  • Short answer
  • Long answer
  • Dropdowns 

After you have decided which question component will best serve the info you want mapped to their profile, go and click on the “Map Data” icon. You will be presented with two drop down menus. One if for the category, either Employee Profile or Journey, and the other is the possible destinations attached to the selected category. 

Once you have selected the category and the destination, simply click “create” and the data will be mapped once the question is answered.

Early Access thank you page

Thank you!

We have received your request.

Thank you for requesting early access! You are on your way to being part of the future of onboarding. A future where people—like you—see the value of relationship-first onboarding.

We will follow-up with updates and grant you early access to our product as soon as it is available.

In the meanwhile, feel free to check out our eBooks below. They are loaded with tips and tricks to rejuvenate your onboarding process and make sure it’s on track!

If you have any questions or comments feel free to contact us at support@allonboard.com.

Early Access Ad Landing Page – Not Onboarding

COMING IN Q2 2020

Onboarding is more than an empty desk

It should be engaging and relationship-centric by giving your new hires a warm welcome. That’s what AllOnboard is all about.

Benefits

Easily schedule events

Stop the back-and-forth. AllOnboard searches for a time that suits both of you and suggests it for any events.

Friendly nudges

There’s a lot to remember with onboarding! Luckily, AllOnboard sends gentle nudges to keep everything on track

Conversation starters

Forge connections early by clearing showing personal interests. Everyone has a story to tell, so help them tell it.

Insights

The key to great onboarding is making improvements right at the source of the problem.

Engage your managers

Give your managers the information they need to make your new hire feel welcomed and for them to feel prepared.

Flexible Communication

Whether it’s a text, email, or slack, you can ensure that you and your team get their messages on time wherever they are.



Please fill in the form below to submit your request for early access. We will review your request and get back to you as soon as we’re ready for you.




Early Access Ad Landing Page – Future of Onboarding

COMING IN Q2 2020

Make relationships the heart of your onboarding

The relationships your new hires make are crucial for their—and your—success. AllOnboard puts relationships first, ensuring a great start.

Benefits

Easily schedule events

Stop the back-and-forth. AllOnboard searches for a time that suits both of you and suggests it for any events.

Friendly nudges

There’s a lot to remember with onboarding! Luckily, AllOnboard sends gentle nudges to keep everything on track

Conversation starters

Forge connections early by clearing showing personal interests. Everyone has a story to tell, so help them tell it.

Insights

The key to great onboarding is making improvements right at the source of the problem.

Engage your managers

Give your managers the information they need to make your new hire feel welcomed and for them to feel prepared.

Flexible Communication

Whether it’s a text, email, or slack, you can ensure that you and your team get their messages on time wherever they are.



Please fill in the form below to submit your request for early access. We will review your request and get back to you as soon as we’re ready for you.




Complete Onboarding Checklist, Thank you

Thank you!

You’re on your way to better onboarding!

Woohoo! Your checklist is on its way to you right now, so go check your inbox! You are on your way to some pretty awesome onboarding, but don’t just stop with the checklist.

Make sure to check out our white paper and mentor handbook. With these, you’ll have more ideas to up your onboarding and make a better experience for your newest crew members. They are jam-packed with tips and tricks to really engage new hires and set you up for smooth sailing.

Start Better Onboarding Now, Thank You

Thank you!

You’re on your way to better onboarding!

The White paper is yours! It should be docking in your inbox any minute now.

While you wait for that, why not look over our other resources. Our handbook is awesome for people just starting to build a mentorship program and the checklist —if you haven’t grabbed it already— helps build your path to highly engaged new hires.