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An onboarding template is a reusable checklist that you build once and then apply to every new joiner of a similar kind — say “Standard teaching staff onboarding” or “Support staff onboarding”. Each template is a named, ordered list of activities, and each activity says what to do, who (by role) is responsible, and how many days into the onboarding it is due. When you start an onboarding for an employee from a template, those activities are copied onto the employee and dated automatically (see Onboarding). Keeping good templates is what makes onboarding fast and consistent: HR doesn’t retype the same fifteen tasks for every hire, and nobody forgets the appointment letter or the IT account. You’ll find this at: /hr/onboarding/templates (list), /hr/onboarding/templates/new (create) and /hr/onboarding/templates/:id (edit). All three are reachable from the Template Centre (/hr/templates).
📷 Screenshot: the Onboarding Templates grid showing template cards with the Default / Inactive badges — to be added.

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Before you start

  • Which business does the template serve? When you create a template you can scope it to a specific business or leave it tenant-wide (all businesses). Tenant-wide templates are visible to everyone; a business-scoped template is only visible to users working in that business. Choose deliberately — the business cannot be changed after the template is created.

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The templates list

The list shows one card per template with its name, an optional description, and the number of activities. Two badges flag special templates: Choose New Template to build one, or click any card to open it for editing.

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Building a template

A template has a few header fields and a list of activities.
The Default and Active switches only appear when editing an existing template. A brand-new template is created active.

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Activities

Build the checklist row by row. The activity list is drag-and-drop, so you can reorder tasks and the sequence is saved with the template. Each activity carries: The summary panel on the right tallies the number of activities, the day span (the largest “begin on” value), and a breakdown of activities by role, so you can sanity-check the workload distribution. You must give the template a name and at least one titled activity before Create Template / Save Changes will enable.

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Editing a template

Open a template and change anything you like. One important behaviour: when you save, the whole activity list is replaced — the old activities are retired and your current rows are saved fresh. This is invisible in normal use, but it means edits are wholesale rather than per-row. Existing employee onboardings already created from the template are not affected by the change.

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Deleting a template

You can delete an onboarding template — from the hover trash icon on a template card, or the Delete button inside the editor. Deleting only stops the template being offered for new onboardings; employee onboardings already created from it are unaffected.
Note this differs from separation templates, which deliberately cannot be deleted — see Separation templates.

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Permissions