A How-To-Guide to the Onboarding Wizard

Overview

The onboarding wizard is a configurable step within the programme builder. It lets your organisation define a set of onboarding steps for administrators and learners to complete.

You can set up onboarding to be as simple as a pre-qualification questionnaire, or a more complex workflow that includes mandatory tasks, assessments, job goal evaluation, CV creation, and personal circumstance questionnaires. Steps can be made available to the jobseeker and the adviser, and set as optional or mandatory.

The onboarding wizard

1. Sign in to your administrator account.
2. Select the Programmes tile.
   
3. The programme builder opens. Select the copy icon to clone an existing programme, or the pencil icon to edit one. Tokens available to your account are highlighted in dark blue.
   
4. Scroll down to find the Onboarding wizard token. As you enable items, additional configuration tabs will appear.

Main

The Main tab is the first tab of the onboarding wizard. Enable this token where you want the programme to have an onboarding process.

Use the checkboxes to set your preferences. The following option is available:

Do not create compliance documents – when enabled, the learner will not be asked to sign compliance documents at the end of the onboarding process. This allows the training provider to review and amend the programme before issuing documents, removing the need for the learner to sign again.

Note: The checkbox label above should be confirmed against the in-product label before publishing. See structural note at the top of this article.

Steps

The Steps tab lets you enable or disable sections of the onboarding wizard using toggles.

The options available depend on your programme type. Some options require configuration at the account programme level before they can be enabled. For programme types such as employability, traineeship, study programme, and AEB, additional configuration options are available.

The following steps are available:

• ILR (Individual Learner Record) – when enabled, the ILR is populated after the learner completes it.
• Extended ILR – when enabled, the extended ILR is presented after the ILR. The information captured is reportable.
• PLR (Personal Learning Record) – when enabled, learners can enter their prior learning. Before enabling PLR, you must activate the connection to LRS. See How-to guide to the PLR for details.
• Commitment Statement – this cannot be enabled or disabled manually. A Commitment Statement is generated automatically for your programme unless you select Do not create compliance documents on the Main tab.
• Documents – makes programme-specific documentation available to learners, such as policy documents and handbooks.
• Functional Skills – configure your functional skills integration for Skills Forward or BKSB.
• Competencies / skills radar – allows learners to complete self-assessments against listed competencies.
• Assessments – for employability programmes. Learners can take assessments covering transferable skills, career interests, work styles, numeracy, and literacy.
• Cognassist Registration – when enabled, learners can register for Cognassist during onboarding. Only visible if Cognassist is enabled at the tenant level.
• Jobs and placements / workshops (administrator only) – allows an administrator to place a learner on a workshop or job placement directly.
• Personal information (non-ILR) – captures personal information outside of the ILR.
• Add text step – adds an information page to the onboarding wizard, such as an introduction, a section separator, or a conclusion. Once added, you can rename the step and enter the text you want learners to see. See Add text step below for details.
• Add custom questionnaire – adds a custom questionnaire step to gather additional information from learners.

Note: Some steps are only visible after they are enabled at the account programme level.

Reorder and rename steps

Use the arrows on the right to move steps up or down to set the sequence in which they appear to learners. Some steps are dependent on others, so certain orderings are not permitted. A warning is displayed if you create an invalid order.

To rename a step, select the pencil icon and enter a new name. The name you enter is what learners will see.

Steps with additional configuration options

Some steps have additional configuration options. When you enable one of these steps, an additional menu item appears. Select it to configure the step. The following sections describe each configurable step.

Documents step

If you enable the Documents step, use the Documents step menu item to upload files. After uploading, you can set whether the learner must tick a box to confirm they have read the document. Tick the Required box to make confirmation mandatory. To remove a document, select the red icon on the right.

Extended ILR

Select from a list of predefined questions to gather additional information. Use the toggles to enable or disable individual questions. All questions are enabled by default.

Select Add more at the bottom of the window to create your own questions. All information captured via the extended ILR is reportable.

Functional Skills

If you have the integration set up, select your provider and configure your functional skills integration for Skills Forward or BKSB. Choose which initial assessments you want learners to undertake.

Tick Collect exemption evidence to allow learners to upload exemption evidence for English and Maths.

Cognassist Registration

This step is only available where Cognassist is enabled for the programme. When enabled, learners can register for Cognassist during onboarding. Registration occurs automatically when the learner views or completes the step, provided the required learner details are populated.

In the step details, you can enter two sets of text using the two text editors:

• The first text editor displays to learners with an assessment status of Not registered or Not completed.
• The second displays to learners with a status of Awaiting results or Completed.

Add text step

Add a text step to provide information to learners. You can use this to create an introduction page, a conclusion page, or a section separator within the onboarding wizard.

Introduction step

After adding a text step, rename it as Introduction. A new Introduction tab appears where you can enter the text learners will see. You can format text, add hyperlinks, bullet points, numbered lists, images, and file attachments. An advanced HTML editor is also available for more detailed formatting.

For a detailed walkthrough, see Configuring your text step in the onboarding wizard.

Add custom questionnaire

Custom questionnaires let you present information and ask learners questions. You can choose from a range of question types. Select Add new to view the available types.

Information captured via custom questionnaires is reportable in UGR and OData.

How do I allow learners to upload documents during onboarding?

Add a custom questionnaire step and name it, for example, CV upload. Configure the fields to allow document uploads only.

Can I add hyperlinks to custom questions?

Clickable hyperlinks cannot be added to custom questions. You can include a URL as plain text; learners will need to copy and paste it into their browser.

Saving your settings

Once you have configured the required steps, select Confirm on each relevant page. When you have finished all sections, select Confirm on the programme edit form.