New Employee Onboarding Guide
Department
Table of Contents
Purpose
This guide explains how HR at Kiluth onboards new employees in a clear, consistent, and structured way.
It documents the steps HR needs to follow — from collecting initial employee information to setting up systems, assigning onboarding tasks, and scheduling the onboarding meeting.
Usage
This guide is designed to be followed step by step for every new employee.
| Each section describes: | |
|---|---|
| 1 | What HR needs to do |
| 2 | When coordination with the Technology team is required |
| 3 | What “done” looks like before moving to the next step |
This guide focuses on HR actions and internal setup. Employee-facing instructions (how to use tools, company policies, ways of working) are covered separately in the Onboarding Guideline shared with employees.
| When onboarding a new employee: | |
|---|---|
| 1 | Follow the sections in order |
| 2 | Use the provided Asana card templates where applicable |
| 3 | Confirm each step is completed before proceeding |
This guide is intentionally kept simple and practical. If a step is not documented here, it should not be assumed.
Overview of the New Employee Process
At Kiluth, onboarding a new employee follows a simple, structured flow. Each step builds on the previous one and should be completed in order.
| At a high level, the process consists of the following phases: | |
|---|---|
| 1 | Employee information collection The new employee submits the New Employee Information Form. This provides HR with the personal, employment, and payroll details needed to begin onboarding. |
| 2 | System account setup HR coordinates with the Technology team to create and configure required system access, including: • Google Workspace account • Google Shared Drive user folder • Asana access • Kiluth Portal account (ERPNext) • E-business Card |
| 3 | Onboarding task assignment Once system access is ready, HR assigns standard onboarding tasks to the employee using Asana. These tasks guide the employee through their first steps and reference the official Onboarding Guideline. |
| 4 | Onboarding meeting HR schedules an onboarding meeting with the new employee. This session is used to walk through key tools, explain how work is organized, and answer initial questions. |
| 5 | Process completion Onboarding is considered complete once: • all required accounts are active • onboarding tasks have been assigned • the onboarding meeting has taken place |
The detailed steps for each phase are described in the following sections of this guide.
Employee Information Collection
The onboarding process begins once a new employee has confirmed their start date.
Before creating any system accounts or internal records, HR must ensure that the new employee has submitted the New Employee Information Form.
| Form link | https://forms.gle/vPFd8YSqSHG5V9GG7 |
| This form collects the essential information required to continue the onboarding process, including: | |
|---|---|
| 1 | Personal details (name, contact information, date of birth, emergency contact details) |
| 2 | Employment details (department and start date) |
| 3 | Payroll information (bank name and account number) |
HR should review the submitted information for completeness and accuracy. Do not proceed to system setup until the form has been fully completed.
| Outcome |
|---|
| HR has all required information to create company accounts and internal records for the new employee. |
Alternative Information Collection Method
In certain situations, HR may need to collect employee information without using the New Employee Information Form.
| This may apply in cases such as: | |
|---|---|
| 1 | Executive or senior hires |
| 2 | Urgent onboarding timelines |
| 3 | Exceptional or non-standard employment arrangements |
In these cases, HR may collect the required employee information using an internal document or secure form.
| When using an alternative method: | |
|---|---|
| 1 | The collected information must match the fields required in the New Employee Information Form |
| 2 | Personal and sensitive data must be handled securely |
| 3 | Access to the information should be limited to HR and relevant Technology team members only |
| 4 | The information must be reviewed and confirmed before proceeding with system setup |
Once the information has been fully collected and verified, the onboarding process should continue following the standard steps outlined in this guide.
| Outcome |
|---|
| HR has the required employee information collected through an approved alternative method and can proceed with onboarding. |
| Example Email Template | |
|---|---|
| Subject | New Employee Information – Kiluth |
| Content | Hello [Employee First Name], Welcome to Kiluth, and congratulations on your upcoming start with us. To proceed with your onboarding, we need to collect some basic information for internal records and system setup. Please reply to this email with the information listed below. Required information • Full name (as you would like it to appear in company systems) • Personal email address • Personal phone number • Date of birth • Start date • Department • Bank name • Bank account number • Emergency contact’s name and phone number Your information will be used only for onboarding, payroll coordination, and internal system setup, and will be handled securely by the relevant HR, Finance, and Technology teams. If you have any questions or concerns, feel free to reply to this email. Thank you, and we look forward to working with you. Best regards, [HR Name] Human Resources |
System Account Setup
After the New Employee Information Form has been reviewed and confirmed, HR begins setting up system access for the new employee.
Some steps require coordination with the Technology team.
All steps in this section must be completed in order, as later systems depend on earlier ones.
Google Workspace Account
HR coordinates with the Technology team to create a Google Workspace account for the new employee.
| Email format | firstname.lastname@kiluth.com |
| The account setup includes: | |
|---|---|
| 1 | Creating the Google Workspace user |
| 2 | Assigning the correct Organization Unit |
| 3 | Adding the user to relevant Google Groups |
| 4 | Assigning a Google Workspace license |
Once the account is ready, HR sends the login details to the employee’s personal email address provided in the form.
Do not proceed until the Google Workspace account is confirmed active.
| Outcome |
|---|
| The employee can access their company email and Google Workspace tools. |
| Asana Card Template | |
|---|---|
| Title | Create Google Workspace account |
| Assignee | Technology team |
| Description | Please create a Google Workspace account for the following employee: Employee reference • Name: [First name] [Last name] • Company email: firstname.lastname@kiluth.com The full employee information has been collected via the New Employee Information Form. To protect personal and sensitive data, HR will share the employee details using one of the following secure methods: • Direct message in Google Chat (private 1:1 or small group), or • A Google Drive file with restricted access (shared only with the assigned Technology team members) Please use the securely shared information to complete the setup below: • Create the Google Workspace user • Assign the appropriate Organization Unit • Add the user to relevant Google Groups • Assign the correct Google Workspace license Do not copy or store personal employee data directly in this Asana card. Once completed, reassign this card to HR and move it to In Review. |
Google Shared Drive User Folder
After the Google Workspace account is created, HR coordinates with the Technology team to set up the employee’s Google Shared Drive folder.
| Folder Location | Shared Drive → Kiluth → users → firstname.lastname@kiluth.com |
| Each employee receives their own folder with the following setup: | |
|---|---|
| 1 | The employee has edit access to their own folder |
| 2 | The folder is visible to the entire Kiluth organization |
| 3 | Other users do not have edit access unless explicitly required |
Google Shared Drive is used for files that need to be visible at the organization level. For private or personal working files, employees should use their regular Google Drive.
| Outcome |
|---|
| The employee has a Shared Drive folder with correct permissions. |
| Asana Card Template | |
|---|---|
| Title | Create Google Shared Drive user folder |
| Assignee | Technology team |
| Description | Please create a personal folder for the new employee in Google Shared Drive. Folder location: Shared Drive → Kiluth → users → firstname.lastname@kiluth.com Requirements: • Grant the employee edit access to their folder • Ensure the folder is visible to the entire organization • Do not grant edit access to other users unless required Once completed, reassign this card to HR and move it to In Review. |
Asana Access
Once the company email is active, HR coordinates with the Technology team to invite the employee to Kiluth’s Asana workspace using their company email address.
| The Technology team is responsible for: | |
|---|---|
| 1 | Sending the Asana workspace invitation |
| 2 | Adding the employee to the appropriate team or group |
| 3 | Ensuring board visibility and permissions match the employee’s role |
| Outcome |
|---|
| The employee can access Asana and view assigned boards and tasks. |
| Asana Card Template | |
|---|---|
| Title | Invite user to Asana workspace |
| Assignee | Technology team |
| Description | Please invite the new employee to Kiluth’s Asana workspace using the following details: • Email: firstname.lastname@kiluth.com • Department: [Department] Please ensure the employee is added to the appropriate team or group and has the correct board visibility based on their role. Once completed, reassign this card to HR and move it to In Review. |
Kiluth Portal Account (ERPNext)
After Google Workspace, Google Shared Drive, and Asana access have been set up, HR coordinates with the Technology team to create the employee’s account on the Kiluth Portal.
The Kiluth Portal is used for HR-related records, internal requests, and employee information management.
| The Technology team is responsible for: | |
|---|---|
| 1 | Creating a new user account |
| 2 | Creating a new employee record |
| 3 | Linking the user and employee records together |
| 4 | Assigning appropriate roles and permissions based on the employee’s role |
Once the setup is complete, the Technology team sends a password reset email to the new employee’s company email address.
| Outcome |
|---|
| The employee can access the Kiluth Portal and complete HR-related actions as required. |
| Asana Card Template | |
|---|---|
| Title | Create Kiluth Portal user |
| Assignee | Technology team |
| Description | Please create a Kiluth Portal (ERPNext) account for the following employee: Employee reference • Name: [First name] [Last name] • Company email: firstname.lastname@kiluth.com • Department: [Department] The full employee information has been collected via the New Employee Information Form. To protect personal and sensitive data, HR will share the required employee details using one of the following secure methods: • Direct message in Google Chat (private 1:1 or small group), or • A Google Drive file with restricted access (shared only with the assigned Technology team members) Please use the securely shared information to complete the following tasks: • Create a new user • Create a new employee record • Link the user and employee records • Assign appropriate roles and permissions Do not copy or store personal employee data directly in this Asana card. Once completed, reassign this card to HR and move it to In Review. |
E-business Card Setup
After the employee’s company email has been created, HR coordinates with the Technology team to prepare the employee’s e-business card on the Kiluth website.
The e-business card serves as the employee’s official contact profile and is used for internal and external communication.
| The Technology team is responsible for: | |
|---|---|
| 1 | Creating the e-business card page |
| 2 | Ensuring the correct name, role, and company email are displayed |
| 3 | Publishing the page on the Kiluth website |
Once the e-business card is ready, HR assigns the Receive E-business card task to the employee in Asana.
| Outcome |
|---|
| The employee has an active e-business card that can be shared as their official contact profile. |
| Asana Card Template | |
|---|---|
| Title | Create e-business card |
| Assignee | Technology team |
| Description | Please create an e-business card for the following employee: Employee reference • Name: [First name] [Last name] • Company email: firstname.lastname@kiluth.com • Role / Department: [Role / Department] The required information has been collected via the New Employee Information Form. To protect personal and sensitive data, HR will share any additional details using one of the following secure methods: • Direct message in Google Chat (private 1:1 or small group), or • A Google Drive file with restricted access (shared only with the assigned Technology team members) Please ensure: • The correct name and role are displayed • The company email is used • The page follows Kiluth’s standard format and URL structure Do not copy or store personal employee data directly in this Asana card. Once completed, reassign this card to HR and move it to In Review. |
Asana Onboarding Tasks
Asana is used to track all onboarding-related activities at Kiluth.
Once the employee has access to Asana and all required system accounts have been created, HR assigns onboarding tasks to guide the employee through their first steps.
| These tasks help the employee: | |
|---|---|
| 1 | Understand how Kiluth works |
| 2 | Become familiar with internal tools |
| 3 | Know where to find information and support |
All onboarding tasks should be assigned using the standard Asana card templates below.
Begin Onboarding Process
This card introduces the employee to Kiluth and directs them to the official onboarding guideline.
| Asana Card Template | |
|---|---|
| Title | Begin onboarding process |
| Assignee | New employee |
| Description | Welcome to Kiluth. Please start by reviewing the official onboarding guideline: Kiluth Onboarding Guideline This guide explains how we work, the tools we use, and what to expect during your first days at Kiluth. Once you’ve reviewed the guideline, you can continue with the other onboarding tasks assigned to you. |
Explore Kiluth Portal
Assign this card after the employee’s Kiluth Portal account has been created.
| Asana Card Template | |
|---|---|
| Title | Explore Kiluth Portal |
| Assignee | New employee |
| Description | Please visit the Kiluth Portal: https://portal.kiluth.com/ The Kiluth Portal is used for HR forms, internal requests, and personal records. If this is your first time logging in, click “Forgot Password?” to set your password. |
Explore Google Shared Drive
Assign this card after the employee’s Google Shared Drive folder has been created.
| Asana Card Template | |
|---|---|
| Title | Explore Google Shared Drive |
| Assignee | New employee |
| Description | Please explore the Google Shared Drive structure: Shared Drive → Kiluth → users Each employee has their own folder in this directory. • You have edit access to your own folder • Your folder is visible to everyone at Kiluth Other folders under Shared Drive → Kiluth are read-only for most users. For private or personal working files, please use your regular Google Drive. |
Receive E-business card
Assign this card after the e-business card has been created.
| Asana Card Template | |
|---|---|
| Title | Receive E-business card |
| Assignee | New employee |
| Description | Your e-business card is available at: https://www.kiluth.com/contact/firstname.lastname This page serves as your official contact profile on the Kiluth website. To request changes to your phone number, please contact HR. |
Explore Google Chat and Google Calendar
Assign this card after the employee’s Google Workspace account is active.
| Asana Card Template | |
|---|---|
| Title | Explore Google Chat and Google Calendar |
| Assignee | New employee |
| Description | These tools are used for internal communication and scheduling. Google Chat: https://chat.google.com Google Calendar: https://calendar.google.com |
Onboarding Meeting
Once system access has been set up and onboarding tasks have been assigned in Asana, HR schedules an onboarding meeting with the new employee.
The onboarding meeting is meant to help the employee feel oriented and comfortable during their first days at Kiluth.
| This meeting typically includes: | |
|---|---|
| 1 | A walkthrough of the Onboarding Guideline |
| 2 | An overview of how Kiluth uses Asana for daily work |
| 3 | A brief introduction to the Kiluth Portal and internal requests |
| 4 | Basic communication expectations (Google Chat, Calendar, Meet) |
| 5 | Time for the employee to ask questions |
The goal of this meeting is clarity, not deep training. Depending on the role, HR may invite other team members (such as the employee’s manager or someone from the Technology team).
| Outcome |
|---|
| The employee understands where to find information, how to use core tools, and who to contact for support. |
Google Calendar Onboarding Event Template
Create this event once all system accounts are active and the employee has access to Google Calendar.
| Google Calendar Template | |
|---|---|
| Title | New Employee Onboarding – [Employee Name] |
| Duration | 60 minutes |
| Description | Welcome to Kiluth. This onboarding session will cover: • an overview of how we work at Kiluth • a walkthrough of our onboarding guideline • how we use Asana for daily work • an introduction to the Kiluth Portal • communication tools and expectations • time for questions Please review the onboarding guideline before the meeting: Kiluth Onboarding Guideline |
Onboarding Completion
Onboarding is considered complete once all required setup and handoff steps have been completed and reviewed.
| Before closing the onboarding process, HR should confirm that: | |
|---|---|
| 1 | The New Employee Information Form has been submitted and reviewed |
| 2 | The Google Workspace account is active |
| 3 | The Google Shared Drive user folder has been created with correct permissions |
| 4 | The employee has access to Asana and required boards |
| 5 | The Kiluth Portal account is active |
| 6 | The employee receives an e-business card |
| 7 | All HR → Technology Asana cards have been reassigned back to HR, reviewed, and moved to Completed |
| 8 | Employee onboarding tasks have been assigned in Asana |
| 9 | The onboarding meeting has taken place |
Once everything above is confirmed, HR may move any remaining onboarding-related Asana cards to Completed.
At this point, the employee is fully onboarded and ready to begin normal work operations.
Onboarding Checklist (HR Use)
This checklist is used by HR to track onboarding progress for each new employee. Complete each item in order before marking onboarding as completed.
Employee Information
| Checklist | |
|---|---|
| 1 | ☐ New Employee Information Form submitted |
| 2 | ☐ Information reviewed and confirmed by HR |
System Setup
| Checklist | |
|---|---|
| 1 | ☐ Google Workspace account created |
| 2 | ☐ Google Workspace login details sent to personal email |
| 3 | ☐ Google Shared Drive user folder created |
| 4 | ☐ Shared Drive folder permissions verified |
| 5 | ☐ Asana access created |
| 6 | ☐ Kiluth Portal account (ERPNext) created |
| 7 | ☐ E-business card created |
Asana Tasks
| Checklist | |
|---|---|
| 1 | ☐ HR → Technology Asana cards created |
| 2 | ☐ All IT cards reassigned back to HR and moved to In Review |
| 3 | ☐ All IT cards reviewed and moved to Completed |
| 4 | ☐ Employee onboarding cards assigned in Asana |
Onboarding Meeting
| Checklist | |
|---|---|
| 1 | ☐ Onboarding meeting scheduled |
| 2 | ☐ Onboarding meeting completed |
Completion
| Checklist | |
|---|---|
| 1 | ☐ All onboarding steps completed |
| 2 | ☐ Onboarding marked as completed in Asana |