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The HR Admin dashboard allows you to add new employees, track onboarding progress, and review submitted documents.

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Adding a New Employee

1

Navigate to Employees

Go to People > Employees or /people/employees
2

Click Add Employee

Click the Add Employee button in the top right
3

Fill in Details

Complete the employee information form
4

Submit

Click Add Employee to create their account

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Required Information

FieldDescription
Full NameEmployee’s legal name
EmailUsed for login and communications
Job TitleTheir position at the company
DepartmentSelect from dropdown
Worker TypeEmployee, Contractor, or Temporary
Hire DateOfficial start date

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What Happens Next

When you add an employee, the system automatically:
  1. Creates a user account with temporary password
  2. Generates an Employee ID (format: ST-XXXX)
  3. Sets their status to pending_confirmation
  4. Sends an invitation email to complete onboarding
The employee will receive an email with a link to access the onboarding portal at /onboarding

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Tracking Onboarding Progress

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Onboarding Dashboard

Navigate to People > Onboarding or /people/onboarding to see:
MetricDescription
Pending OnboardingEmployees still completing steps
Fully OnboardedEmployees with active status
Total EmployeesAll employees in the system

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Filtering Employees

Use the filter buttons to view:
  • All - All employees regardless of status
  • Pending - Only employees with incomplete onboarding
  • Completed - Only fully onboarded employees

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Employee Detail View

Click on any employee to view their detailed onboarding status at /people/onboarding/[employeeId]:
  • Progress bar showing completed steps
  • Timestamp for each completed step
  • List of submitted documents

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Reviewing Documents

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Document Tab

From the employee detail view, click the Documents tab to see all submitted documents. Each document shows:
  • Document type (W-9, W-4, Direct Deposit)
  • Submission date and time
  • Electronic signature
  • Current approval status

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Approving Documents

1

Review Information

Verify the form data and signature are correct
2

Click Approve

Click the Approve button on the document
3

Confirmation

The status changes to Approved with a timestamp

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Rejecting Documents

If a document needs corrections:
  1. Click Reject on the document
  2. The employee is notified to resubmit
  3. They can submit a corrected version from their portal

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Re-onboarding an Employee

To have an existing employee go through onboarding again:
This requires database access. Contact your system administrator to run this query.
UPDATE drivers
SET
  onboarding_status = 'pending_confirmation',
  onboarding_step = 1,
  code_of_ethics_signed_at = NULL,
  w9_submitted_at = NULL,
  tax_withholding_submitted_at = NULL,
  direct_deposit_submitted_at = NULL,
  onboarding_completed_at = NULL
WHERE id = 'employee-uuid-here';
After running this query:
  • The employee appears in the Pending filter
  • They can access /onboarding to complete steps again
  • All previous timestamps are cleared

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Onboarding Steps Reference

StepNameDatabase Field
1Sign Documents—
2Code of Ethicscode_of_ethics_signed_at
3W-9 Formw9_submitted_at
4Tax Withholdingtax_withholding_submitted_at
5Direct Depositdirect_deposit_submitted_at

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Status Reference

StatusDatabase ValueMeaning
Pendingpending_confirmationOnboarding in progress
ActiveactiveOnboarding complete
SuspendedsuspendedAccount disabled

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Troubleshooting

  • Check the All filter to see all employees
  • They may already have active status
  • Verify their record exists in the database
  • Confirm the employee has accessed the onboarding portal
  • Check that they’ve actually submitted documents
  • Verify the document types match (w9, w4, direct_deposit)
  • Check for browser console errors on employee’s device
  • Verify RLS policies allow updates to the drivers table
  • May need to manually update onboarding_step via database
  • Verify the email address is correct
  • Check their spam/junk folder
  • Resend the invitation from the employee detail page