What is an Onboarding Template?
An onboarding template is a reusable checklist you can assign to any new employee. Instead of building a task list from scratch each time, you create a template once and reuse it for every hire or create multiple templates for different roles (e.g., Engineering, Sales, Remote).
Each template can contain four types of resources: Tasks, Forms, Emails, and Documents.
Creating a Template
Go to Onboarding → Templates from the left navigation menu.
Click Add Template.
Enter a name and an optional description in the dialog that appears.
Click Save your template opens immediately and is ready for editing.
Tip: You can copy an existing template instead of starting from scratch. Open any template and click Copy Template in the top-right corner.
Editing the Template Name and Description
The template name and description are inline-editable. Click directly on the title or description text to edit it in place no need to open a separate form.
The Four Resource Sections
Every template has four collapsible sections. Expand each one to add content:
1. Tasks
Tasks are the individual checklist items employees and HR team members need to complete. Each task can have a name, description, assignee, due date, start date, subtasks, and an optional link to a Form or Document.
2. Forms
Forms are questionnaires that new hires fill out during onboarding (e.g., personal information, emergency contact, equipment preferences). Add existing forms from your organization's form library to this template.
3. Emails
The Emails section lets you schedule automated emails that are sent to new hires at specific points during their onboarding. Use these to welcome the employee, remind them about upcoming tasks, or share important information.
Emails in a template are scheduled relative to the employee's start date, just like task due dates.
4. Documents
Documents are files employees need to read, acknowledge, or upload during onboarding (e.g., employee handbook, contract, policy documents). You can preview PDF and Word documents directly in Hirex.
Adding Tasks
Creating a task
Expand the Tasks section and click Add Task.
Fill in the task name and description.
Set the assignee who completes this task.
Set the due date relative to the employee's start date.
Optionally set a start date (when the task becomes visible to the assignee).
Optionally link the task to a Form or Document.
Click Save.
Task Assignee Options
Assignee | Who completes the task |
Onboardee | The new employee themselves |
Manager | The employee's direct manager |
Buddy | An assigned onboarding buddy |
Specific HR User | A named person on your HR team |
Task Due Dates
Due dates are calculated relative to the employee's start date:
On start date due on day one
X days/weeks before start date e.g., send paperwork 5 days in advance
X days/weeks after start date e.g., complete IT setup within 3 days
Linking a task to a Form or Document
A task can require the employee to fill out a form or upload a document. When linked, the task is automatically marked complete as soon as the employee submits the form or uploads the file.
In the task editor, find the Link To field.
Select Form or Document.
Choose from the list.
Save the task.
Subtasks
Break a complex task into smaller steps. Each subtask is checked off individually; the parent task is completed when all subtasks are done.
Private Tasks
Enable Private on a task to hide it from everyone except the assignee, the task creator, and onboarding admins. Useful for sensitive tasks such as background check follow-ups.
Organizing Tasks with Sections
Sections group related tasks together (e.g., "Before Start Date", "First Day", "First Month"). Tasks can be moved between sections using the Move to Section option.
Click Add Task Section.
Name the section.
Add tasks inside the section, or drag existing tasks into it.