Onboarding Hub App Overview

Transform new hire experiences from paperwork-heavy processes into engaging, people-first journeys that get employees productive faster while ensuring full compliance.

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What is the Onboarding Hub?

The Onboarding Hub is a comprehensive employee onboarding platform that manages the entire journey from offer acceptance through the first months of employment. It combines preboarding portals, document collection with e-signatures, task management, compliance tracking, milestone checkpoints, and equipment provisioning into a unified experience for new hires, managers, and HR teams.

Core Value Proposition:

• 🎯 Accelerate Time-to-Productivity — Structured onboarding plans with templates for Standard, Executive, Technical, and Custom roles get new hires up to speed faster
• 📋 Ensure Compliance — I-9 verification, regional requirements, and document tracking built-in with automated reminders
• 🤝 Create Connections — Mentor, buddy, and custom relationship assignments (Executive Sponsor, Skip-Level Manager) foster relationships from day one
• 📊 Measure Success — Analytics and executive dashboards track completion rates, bottlenecks, and onboarding health

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At a Glance

📊 Plan Types	⏱️ Setup Time	🔗 Integrations	📱 Mobile Ready
4 (Standard, Executive, Technical, Custom)	10 minutes	7+ apps	✅ Yes

Perfect For:

• 🏢 HR Teams — Automate onboarding workflows, ensure compliance, and track new hire progress across the organization
• 👥 Hiring Managers — Manage team onboarding with tasks, checkpoints, and people-centric dashboards
• 🧑‍💼 New Hires — Self-service portal for completing tasks, uploading documents, and accessing preboarding content before Day 1

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How It Works

The Onboarding Journey

┌─────────────────────────────────────────────────────────────────────────────────┐
│ THE ONBOARDING JOURNEY │
├─────────────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ PREBOARDING │──▶ │ DAY ONE │──▶ │ FIRST WEEK │ │
│ │ │ │ │ │ │ │
│ │ • Welcome │ │ • Account │ │ • Team Intros│ │
│ │ Content │ │ Created │ │ • Training │ │
│ │ • Documents │ │ • IT Setup │ │ • Mentor │ │
│ │ • Forms │ │ • Orientation│ │ Check-in │ │
│ └──────────────┘ └──────────────┘ └──────┬───────┘ │
│ │ │
│ ┌──────────────┐ ┌──────────────┐ │ │
│ │ COMPLETED │◀── │ FIRST MONTH │◀──────┘ │
│ │ │ │ │ │
│ │ • 100% Tasks │ │ • 30-Day │ │
│ │ • All Docs │ │ Review │ │
│ │ • Verified │ │ • Goals Set │ │
│ └──────────────┘ └──────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────────────┘

Integration Ecosystem

                          ┌──────────────────┐
                          │  ONBOARDING HUB   │
                          └────────┬─────────┘
                                   │
   ┌───────────┬──────────┬────────┼────────┬──────────┬───────────┐
   ▼           ▼          ▼        ▼        ▼          ▼           ▼  ┌───────────┐┌─────────┐┌────────┐┌────────┐┌────────┐┌─────────┐┌─────────┐  │ Job Board ││  Forms  ││HR Files││ Tasks  ││AssetPro││Calendar ││E-Sign   │  │           ││  App    ││Manager ││  App   ││        ││Sync     ││Provider │  └───────────┘└─────────┘└────────┘└────────┘└────────┘└─────────┘└─────────┘

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Key Features

🏠 People-Centric Dashboard

The main dashboard puts people first, organizing new hires by their journey stage rather than abstract plan statuses.

Section	Description
Starting Soon	New hires in preboarding with start dates within the next 14 days
In Their First Week	Employees who started within the last 7 days
In Their First Month	Employees between 7 and 30 days since start date
Needs Attention	Employees with overdue tasks, incomplete documents, or missed checkpoints

Dashboard Metrics at a Glance:

• Total new hires count
• People starting soon count
• People in their first month
• People needing attention (overdue items)
• Average completion time
• Success rate and retention rate

Use Case: A hiring manager opens the Onboarding Hub and immediately sees that 3 new hires are starting next Monday and 1 person has overdue paperwork that needs follow-up.

💡 Pro Tip: Use the time range filter (7 days, 30 days, 90 days) to zoom in or out on your onboarding pipeline.

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📋 Onboarding Plans

At the core of the Onboarding Hub are structured onboarding plans that guide new hires through every required step.

Feature	Description
4-Step Plan Creation Wizard	Guided workflow: Employee Info → Plan Configuration → Tasks & Documents → Review & Create
Plan Types	Standard, Executive, Technical, and Custom — each with pre-configured task sets
Standalone & Recruiting Modes	Create plans for any employee directly or from hired candidates in the Job Board
Auto-Generated Tasks	Each plan type automatically creates role-appropriate tasks (e.g., “Dev Environment Setup” for Technical)
Completion Tracking	Real-time percentage calculated from completed tasks, forms, documents, and checkpoints
Plan Statuses	Draft → Preboarding → Active → Completed (with Pause/Resume support)

Plan Type Examples:

Plan Type	Key Auto-Generated Tasks
Standard	Employee Handbook Review, IT Setup, Team Intro, Department Overview, 30-Day Review
Executive	Executive Team Intro, Strategic Overview, Board Member Intros, 90-Day Executive Review
Technical	Dev Environment Setup, Code Repo Access, Architecture Overview, First Code Commit
Custom	AI-generated tasks from personalization data, or fallback to standard tasks

Use Case: HR creates an onboarding plan for a senior engineer using the Technical template. The system auto-generates 10 tasks including “Development Environment Setup,” “Codebase Walkthrough,” and “First Code Commit.”

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🌟 Preboarding Portal

Engage new hires before their first day with a branded preboarding experience.

Feature	Description
Token-Based Access	Candidates access preboarding via secure portal token — no login required
Welcome Content	Customizable welcome video, culture guide, team introductions, and first-day preparation
Pre-Start Tasks	Collect documents and forms before Day 1
Content Library	Centralized library of reusable preboarding content items with enable/disable toggles
Auto-Generated Content	Each new plan automatically receives preboarding content from the business library
Progress Tracking	Track preboarding completion percentage separately from the main onboarding plan

Default Preboarding Content:

1. Welcome to the Team! (welcome video)
2. Our Culture & Values (culture guide)
3. Meet Your Team (team introduction)
4. First Day Preparation (first-day FAQ)

💡 Pro Tip: Populate the Preboarding Content Library via Settings to ensure every new plan automatically receives your company’s welcome materials.

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📄 Document Collection & E-Signatures

Collect, verify, and sign required employee documents throughout the onboarding process.

Feature	Description
Document Types	Identification, Tax Documents, Benefits Forms, Emergency Contacts, Background Check, Education & Employment Verification
Upload & Verification	New hires upload documents; HR verifies or rejects with comments
E-Signature Integration	Documents requiring signatures are sent via integrated e-signature providers
Document Packages	Bundle multiple documents into single signing sessions for efficiency
Form-to-PDF Generation	Form submissions automatically generate PDFs and attach to plan documents
HR Files Integration	Verified documents sync to the HR File Manager for permanent storage
Document Library	Reusable document templates that can be added to any onboarding plan

Document Statuses: Pending → Uploaded → Verified (or Rejected)

E-Signature Statuses: Pending Signature → Sent → Viewed → Signed (or Declined/Expired)

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✅ Tasks Management

Assign, track, and complete onboarding tasks with role-based assignments and prerequisite support.

Feature	Description
Role-Based Assignment	Assign to New Hire, Hiring Manager, Mentor, Buddy, HR Team, IT Team, or Admin
Task Types	Orientation meetings, document reviews, training sessions, system setup, facility walkthrough, team introductions, and more
Prerequisites	Tasks can require completion of other tasks before becoming available
Schedule Types	Before Start (preboarding), On Start (Day 1), After Start (day offset)
Overdue Detection	Automatic overdue status calculation based on due dates
Tasks App Integration	Onboarding tasks automatically sync to the Tasks App when enabled
Policy Hub Integration	Policy acknowledgment tasks sync with the Policy Hub for compliance tracking
Task Library	Reusable task templates that can be added to any plan or template

Use Case: An IT team member receives a “Laptop Provisioning” task 3 days before the new hire’s start date. Once completed, it unlocks the “Dev Environment Setup” task assigned to the new hire.

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📝 Enrollment Forms

Electronic forms for collecting structured information during onboarding.

Feature	Description
Standard Form Types	Tax (W-4), Direct Deposit, Emergency Contact, Benefits Enrollment, Personal Information
I-9 Compliance	Employment eligibility verification with Sections 1, 2, and 3
Regional Compliance	State/region-specific form requirements auto-generated based on business configuration
Forms App Integration	Leverage the Forms App for building and submitting custom enrollment forms
Auto-Generation	Standard forms are automatically created when a plan is started
Due Date Tracking	Each form has a due date with automated reminder notifications

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🎯 Milestone Checkpoints

Schedule milestone meetings throughout the onboarding journey to ensure new hires are supported and progressing.

Feature	Description
Checkpoint Types	One-on-One, Meeting, Review, Assessment, Feedback, Goal Setting, Progress Check
Calendar Sync	Checkpoints automatically create events in the unified calendar system
Satisfaction Scoring	Capture 1-5 satisfaction scores at each checkpoint
Critical Checkpoints	Mark key milestones that factor into completion percentage
Agenda Support	Attach agendas to each checkpoint for structured conversations
Automated Reminders	Daily reminders for upcoming checkpoints (scheduled at 8 AM UTC)

Use Case: A 30-day checkpoint is automatically scheduled between the new hire and their hiring manager. Both receive reminders the day before, and the manager records a satisfaction score after the meeting.

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🤝 Relationships & Support Network

Build a support network around each new hire with configurable relationship types.

Relationship	Description
Hiring Manager	Primary supervisor responsible for onboarding success
Mentor	Provides guidance and career development support
Buddy	Helps with day-to-day questions and social integration
Executive Sponsor	Senior leader providing strategic guidance (custom)
Skip-Level Manager	Manager one level above direct supervisor (custom)
Department Lead	Leader of the department or functional area (custom)

Businesses can create unlimited custom relationship types with configurable names, descriptions, and required/optional status.

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📂 Templates & Libraries

Reuse and standardize onboarding content across the organization.

Resource	Description
Onboarding Templates	Pre-built plan templates with tasks, checkpoints, documents, and forms
Preboarding Templates	Configure pre-start content and document requirements
Task Library	Centralized collection of reusable task definitions
Forms Library	Standard and custom form templates
Documents Library	Document requirement templates with e-signature settings
Preboarding Content Library	Welcome content items with enable/disable and ordering controls

Template Types: Standard, Executive, Technical, Custom, Department-Specific

Role Levels: Entry Level, Mid Level, Senior Level, Executive Level

Templates support duplication, allowing HR to clone and customize existing templates for new departments or roles.

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📊 Analytics & Reporting

Track onboarding effectiveness with comprehensive analytics dashboards.

Dashboard	Description	Access
Onboarding Analytics	Plan counts, completion rates, task/document/form completion, overdue items, department breakdown, time series	Managers & HR
Executive Dashboard	Combined onboarding metrics with high-level executive view	Admins Only
Compliance Report	I-9 compliance status, incomplete verifications, expiring work authorizations	Managers & HR
Incomplete I-9s	Employees with incomplete I-9 forms needing attention	Managers & HR
Expiring Authorizations	Work authorizations approaching expiration dates	Managers & HR

Key Metrics Tracked:

• Total plans, active, completed, paused
• Average onboarding duration
• Task, document, and form completion rates
• Overdue items count
• Department-level breakdown
• Time series trends

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🤖 AI Agent

The Onboarding Hub includes an AI-powered assistant that helps new hires navigate their onboarding journey.

Capability	Description
Check Onboarding Status	View overall progress percentage and remaining steps
View Pending Tasks	See which tasks need attention and their due dates
Complete Onboarding Items	Mark tasks as complete with confirmation
View Required Documents	See documents needing signature or submission
Access Preboarding Content	Browse welcome materials and preparation guides

The AI Agent is welcoming and supportive by design — new hires can ask questions like “What onboarding tasks do I have left?” or “Where do I find the employee handbook?”

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🔔 Notifications

Automated notifications keep everyone informed throughout the onboarding journey.

Notification	Recipient	Trigger
Plan Created	New Hire	Onboarding plan is created
Preboarding Started	New Hire	Preboarding phase begins
Day One Welcome	New Hire	Onboarding becomes active (Day 1)
Plan Completed	Hiring Manager	All onboarding items finished
Mentor Assigned	Mentor	Assigned as mentor to a new hire
Buddy Assigned	Buddy	Assigned as buddy to a new hire
Form Reminder	New Hire	Forms due within 2 days
Document Reminder	New Hire	Documents due within 2 days
Checkpoint Reminder	Checkpoint Owner	Checkpoint scheduled for tomorrow
Overdue Items Alert	Hiring Manager	Plan has overdue tasks, forms, or documents
Document Verification Needed	HR Admins	New hire uploaded a document for verification
Weekly Digest	Hiring Managers	Monday summary of all active onboarding plans

Automation Schedule:

• Daily at 8 AM UTC: Checkpoint reminders, overdue alerts, form reminders, document reminders
• Every Monday at 9 AM UTC: Weekly digest for hiring managers

💡 Pro Tip: All notifications can be individually toggled on/off in Settings. A master “Automated Reminders” toggle controls all automated notifications.

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🔗 Integrations

Integration	Capability
Job Board	Hired candidates flow directly into onboarding plans
Forms App	Build and submit custom enrollment forms within onboarding
HR File Manager	Verified documents automatically sync to employee HR files
Tasks App	Onboarding tasks create linked records in the Tasks App
AssetPro	Assign equipment (laptops, badges, etc.) directly from onboarding plans
Calendar	Checkpoints sync to the unified calendar with automated scheduling
E-Signature Providers	Send document packages for electronic signing
Benefits Management	Auto-generate benefits enrollment tasks with configurable deadlines
Policy Hub	Policy acknowledgment tasks sync completion status bidirectionally

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⚙️ Settings & Configuration

Administrators can configure every aspect of the Onboarding Hub.

Setting Category	Options
AI Features	AI Personalization, AI Task Generation, Success Prediction, Mentor Matching
App Integrations	HR Files, Tasks, Forms, Calendar, Benefits, Team, E-Signature
Templates & Customization	Plan Templates, Role-Based Plans, Department Workflows, Seniority Customization
Progress & Analytics	Progress Tracking, Milestone Checkpoints, Automated Reminders, Completion Analytics
Notification Preferences	10+ individual notification toggles (plan created, form reminders, overdue alerts, weekly digest, etc.)

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User Roles & Permissions

Role	Capabilities
New Hire (Employee)	Access personal onboarding portal, complete tasks, upload documents, submit forms, view preboarding content, use AI Agent
Hiring Manager	View team onboarding dashboard, create plans, manage tasks/checkpoints, receive weekly digests, view analytics
HR / Admin	Full access: create/manage all plans, configure templates and libraries, manage settings, view compliance reports, verify documents, access executive dashboard

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How We Compare

See how MangoApps Workforce stacks up against leading enterprise onboarding solutions:

Feature	MangoApps Workforce	BambooHR	Rippling	Sapling (Kallidus)
Preboarding Portal	✅	✅	✅	✅
Token-Based Candidate Access	✅	❌	❌	❌
Role-Based Plan Templates	✅ (4 types + custom)	✅	✅	✅
I-9 Compliance Tracking	✅	✅	✅	❌
E-Signature Integration	✅	✅	✅	✅
Document Packages	✅	❌	❌	❌
Milestone Checkpoints with Calendar Sync	✅	❌	❌	❌
Mentor/Buddy + Custom Relationships	✅	❌	❌	✅
AI Onboarding Agent	✅	❌	❌	❌
Equipment Provisioning (AssetPro)	✅	❌	✅	❌
Tasks App Integration	✅	❌	✅	❌
Executive Analytics Dashboard	✅	⚡ Limited	✅	⚡ Limited
Benefits Enrollment Integration	✅	✅	✅	❌
Policy Hub Integration	✅	❌	❌	❌

Legend: ✅ Included

❌ Not Available

⚡ Limited

Why MangoApps Workforce?

• 🔗 Unified Platform — Onboarding Hub works seamlessly with Job Board, Forms, Tasks, HR Files, AssetPro, Calendar, Benefits, and Policy Hub in one system
• 💰 No Hidden Costs — All features included: preboarding, compliance, analytics, AI Agent — no per-module pricing
• 🤖 AI-Native — Built-in AI Onboarding Agent assists new hires from day one, not bolted on as an afterthought

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Getting Started

For New Hires

1. Check your email for a welcome notification with your preboarding portal link
2. Complete any pre-start tasks and upload required documents
3. On Day 1, log in and visit My Onboarding to see your full task list
4. Complete tasks, submit forms, and check off milestones as you progress
5. Reach out to your assigned mentor or buddy with any questions

For Hiring Managers

1. Navigate to Apps → Onboarding Hub from the sidebar
2. Click Add New Hire to create an onboarding plan (or select from hired candidates)
3. Choose a plan template (Standard, Executive, Technical, or Custom) and assign a mentor/buddy
4. Monitor your team’s progress on the People-Centric Dashboard
5. Complete your assigned tasks (checkpoint meetings, equipment requests)
6. Review the weekly digest email every Monday for a summary of your team’s onboarding status

For Administrators

1. Go to Settings to configure AI features, integrations, and notification preferences
2. Populate Libraries (Tasks, Forms, Documents, Preboarding Content) with your organization’s standard items
3. Create Templates for each role type and department
4. Configure Relationship Types (Mentor, Buddy, Executive Sponsor, etc.)
5. Review Analytics and Compliance Reports regularly to identify bottlenecks
6. Use the Executive Dashboard for high-level onboarding health metrics

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Best Practices

• ✅ Populate libraries first — Set up Task, Form, Document, and Preboarding Content libraries before creating templates
• ✅ Use templates for consistency — Create templates for each role type so every new hire gets a standardized experience
• ✅ Assign mentors and buddies early — Relationship assignments during plan creation ensure support from day one
• ✅ Enable automated reminders — Turn on daily reminders for checkpoints, forms, and overdue items to reduce manual follow-up
• ✅ Start preboarding early — Transition plans to preboarding status as soon as offers are accepted to maximize engagement before Day 1
• ✅ Review compliance reports weekly — Stay on top of I-9 completions and expiring work authorizations
• ✅ Use the executive dashboard — Administrators should review onboarding health metrics monthly to identify trends

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Frequently Asked Questions

Q: Can I create an onboarding plan without using the Job Board?
A: Yes. The Onboarding Hub supports “standalone mode” where you can create plans for any existing employee directly, without requiring a recruiting candidate. Use the Add New Hire button and select “Direct Assignment.”

Q: How do preboarding tokens work for candidates?
A: When preboarding starts, candidates receive an email with a secure portal access token. They can access the preboarding portal and complete pre-start tasks without needing a full system login. This token is unique per candidate and linked to their onboarding plan.

Q: Can I customize what tasks are auto-generated for each plan type?
A: Yes. Create custom Onboarding Templates in the Resources tab with your own task, checkpoint, document, and form configurations. Templates can be duplicated and modified for different departments or role levels.

Q: What happens when a new hire completes all their onboarding items?
A: The plan status changes to “Completed,” the hiring manager receives a completion notification, and if the plan was created from a recruiting candidate, their candidate status is updated to “hired” with “completed” onboarding status.

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Related Resources

• Apps Overview — Browse all available MangoApps Workforce apps
• Offboarding Hub — Manage employee departures and transitions
• Forms App — Build and manage custom forms
• E-Signature — Electronic document signing

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The Onboarding Hub — where every new hire’s journey begins with confidence.