> ## Documentation Index
> Fetch the complete documentation index at: https://docs.saguarotransport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Employee Onboarding

> Add new employees and track their onboarding progress

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

## Adding a New Employee

<Steps>
  <Step title="Navigate to Employees">
    Go to **People > Employees** or `/people/employees`
  </Step>

  <Step title="Click Add Employee">
    Click the **Add Employee** button in the top right
  </Step>

  <Step title="Fill in Details">
    Complete the employee information form
  </Step>

  <Step title="Submit">
    Click **Add Employee** to create their account
  </Step>
</Steps>

### Required Information

| Field           | Description                        |
| --------------- | ---------------------------------- |
| **Full Name**   | Employee's legal name              |
| **Email**       | Used for login and communications  |
| **Job Title**   | Their position at the company      |
| **Department**  | Select from dropdown               |
| **Worker Type** | Employee, Contractor, or Temporary |
| **Hire Date**   | Official start date                |

### 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

<Note>
  The employee will receive an email with a link to access the onboarding portal at `/onboarding`
</Note>

## Tracking Onboarding Progress

### Onboarding Dashboard

Navigate to **People > Onboarding** or `/people/onboarding` to see:

| Metric                 | Description                      |
| ---------------------- | -------------------------------- |
| **Pending Onboarding** | Employees still completing steps |
| **Fully Onboarded**    | Employees with active status     |
| **Total Employees**    | All employees in the system      |

### 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

### 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

## Reviewing Documents

### 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

### Approving Documents

<Steps>
  <Step title="Review Information">
    Verify the form data and signature are correct
  </Step>

  <Step title="Click Approve">
    Click the **Approve** button on the document
  </Step>

  <Step title="Confirmation">
    The status changes to **Approved** with a timestamp
  </Step>
</Steps>

### 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

## Re-onboarding an Employee

To have an existing employee go through onboarding again:

<Warning>
  This requires database access. Contact your system administrator to run this query.
</Warning>

```sql theme={null}
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

## Onboarding Steps Reference

| Step | Name            | Database Field                 |
| ---- | --------------- | ------------------------------ |
| 1    | Sign Documents  | —                              |
| 2    | Code of Ethics  | `code_of_ethics_signed_at`     |
| 3    | W-9 Form        | `w9_submitted_at`              |
| 4    | Tax Withholding | `tax_withholding_submitted_at` |
| 5    | Direct Deposit  | `direct_deposit_submitted_at`  |

## Status Reference

| Status    | Database Value         | Meaning                |
| --------- | ---------------------- | ---------------------- |
| Pending   | `pending_confirmation` | Onboarding in progress |
| Active    | `active`               | Onboarding complete    |
| Suspended | `suspended`            | Account disabled       |

## Troubleshooting

<AccordionGroup>
  <Accordion title="Employee not appearing in onboarding list">
    * Check the **All** filter to see all employees
    * They may already have `active` status
    * Verify their record exists in the database
  </Accordion>

  <Accordion title="Documents not showing for employee">
    * Confirm the employee has accessed the onboarding portal
    * Check that they've actually submitted documents
    * Verify the document types match (`w9`, `w4`, `direct_deposit`)
  </Accordion>

  <Accordion title="Onboarding step not advancing">
    * 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
  </Accordion>

  <Accordion title="Employee didn't receive invitation email">
    * Verify the email address is correct
    * Check their spam/junk folder
    * Resend the invitation from the employee detail page
  </Accordion>
</AccordionGroup>