How To Onboard New Employees

How To Onboard New Employees

This article will cover the steps for onboarding a new employee in your organization. 
 

 

Step 1. Login 

      Login to your account on THIS PAGE or by going to this URL: https://twk.prismhr.com/twk/dbweb.asp?dbcgm=1 

 

Step 2. 

      In the "My Favorites" section on the left side of the dashboard click the “New Hire” button. 

 

Step 3. (Steps on how to fill out the new hire form) 

      Part 1: New Hire 

 

  1.       Click "Worksite Location" Title> select the correct location for the new hire. 

  2.       If a state is not available for selection, this means it's a new state that you are not registered in yet. If this is the case, please stop onboarding the new hire and contact Teamworks to make sure the new hire is set up in compliance with that state's laws. 

  3. Employer Id will auto populate (so don’t change) 

  4. Social Security # 

  1. Hire Type. "Employee(W2)" will be the default. If this person should be paid 1099 wages, stop this process and contact Teamworks to make sure the person is set up correctly according to the law. 

 

Part 2: Personal Information & Resident Address 

      Enter the following employee information in the corresponding fields: 

 

  1. First Name 

  1. Last Name 

  1. Their Email (Personal or Work but put it in the Personal Email Address Section) 

 

      Part 3: Employment Details 

 

  1. The Client Start Date will be the Employees Start date. 

  1. The Employer Start Date will be the Employees Start Date. 

  2. Click "Position" and select appropriate position that they are hired as. If a position is not available for selection, this means that the position is not registered under your account as available. If this is the case, please stop onboarding the new hire and contact Teamworks. We will add that employees position to the options in the list. 

  1. Set Employment Status as "Active" 

  1. Click Employment Type and select their correct employment type (full time, part time, etc.) 

  1. Enter the correct Benefit Group or if you don’t know then select the option “Primary”. 

 

Part 4: Pay Details 

 

  1. Click "Pay Group" to select pay correct pay frequency. 

  1. Select correct Pay Method (Whether they are Salary, Hourly, etc.) 

  1. Enter the correct Pay Rate. For hourly, enter the hourly rate. For salary, enter the annual amount. 

  1. Select Pay Rate Basis (usually hourly or yearly depending on if they are a salary or an hourly pay rate.) 

  1. Add "Standard Hours" if it doesn’t automatically populate based on your pay group (If your pay group is:   

  1. 40 hours > if pay group is weekly. 

  2. 80 hours > if pay group is bi-weekly. 

  3. 86.67 hours > if pay group is semi-monthly. 

  4. 173.33 hours > if pay group is Monthly.) 

  1. Check Mark the "Auto Time Sheet" if it is a Salary, otherwise leave blank. 

  1. Enter Default Time Sheet Hours 

  1. Hourly > 0 

  1. Salary > enter one of the following only if it doesn’t automatically populate: 

  1. 40 hours > if pay period is weekly. 

  1. 80 hours > if pay period is bi-weekly. 

  1. 86.67 hours > if pay period is semi-monthly. 

  1. 173.33 hours > if pay group is Monthly. 

Then Hit the “Save” Button. Wait for the confirmation at the bottom of the page before exiting the page.  

 

Step 5. Employee Onboards 

      After this information in the new hire form is completed and in the system we will email the new hire a link to create their user and begin the onboarding process. 

 

      The email will have a link they click that will take them to the registration page to create their user for the Employee Portal. 

 

      After they register as a user. They will then need to sign in using the Username and password the created during registration. 

 

      After they login they will be directed through the onboarding process where they will acknowledge and sign all your corporate documents like the Employee Handbook and other custom forms critical for your employees to sign. 

 

Step 6. Form I-9 Section 2. 

      After the new hire has completed their portion of the From I-9 section 1 you - the manager - will receive an email to approve the employer portion, which is called the I-9 section 2. 

 

      Please check your junk mail for email notifications and add support@teamworksgroup.com to your contact list to avoid missing these emails. 

       

      To complete section 2 of Form I-9: 

  1. Login to your account in Prism and click on the “Approvals” icon in the top right of the screen; it's a blue Flag. 

  1. Click on the Employees name under the “Approvals Pending (Available to You)” section and select the "Grab" button. 

  1. This will move them to "Approvals Pending (Assigned to You)". 

  1. Click on I-9 Section 2" for each employee needing approval and complete the directed steps. 

 

For further information and support reach out to Teamworks at support@teamworksgroup.com or call us at 801.434.8900 

 


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