> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hitaji360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Onboarding templates

> 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…

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](/hr/user/lifecycle/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.*

***

## 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.

***

## 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:

| Badge        | Meaning                                                                                                                   |
| ------------ | ------------------------------------------------------------------------------------------------------------------------- |
| **Default**  | This is the template fired automatically when a job offer is accepted in this business. Only one template can be default. |
| **Inactive** | The template is switched off — it will not appear when someone starts a new onboarding.                                   |

Choose **New Template** to build one, or click any card to open it for editing.

***

## Building a template

A template has a few header fields and a list of activities.

### Header

| Field                | Required       | Notes                                                                                                                                    |
| -------------------- | -------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **Template Name**    | Yes            | E.g. "Standard Teaching Staff Onboarding". Must be unique within the business/tenant.                                                    |
| **Business**         | No             | Only shown when creating. Pick a business to scope the template, or leave it as *Tenant-wide (all businesses)*. Cannot be changed later. |
| **Description**      | No             | When should this template be used? What employee types is it for?                                                                        |
| **Default template** | No (edit only) | Mark as the auto-fire template on offer acceptance. Setting one default automatically un-sets any other default.                         |
| **Active**           | No (edit only) | Only active templates can be used to start new onboardings.                                                                              |

> The **Default** and **Active** switches only appear when *editing* an existing template. A brand-new template is created active.

### 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:

| Field              | Required | Notes                                                                                                                                                                                        |
| ------------------ | -------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Title**          | Yes      | What the task is. Every row needs a title before you can save.                                                                                                                               |
| **Description**    | No       | Optional longer detail.                                                                                                                                                                      |
| **Assigned role**  | Yes      | Who owns the task by role — **HR**, **Manager**, **Employee** or **IT**.                                                                                                                     |
| **Begin on (day)** | Yes      | How many days after the onboarding start date the task is due (0 = the start date itself). When applied to an employee this becomes the activity's due date, rolled forward off any weekend. |

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.

***

## 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.

***

## 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](/hr/user/lifecycle/separation-templates).

***

## Permissions

| Action                          | Permission |
| ------------------------------- | ---------- |
| View templates                  | `hr:read`  |
| Create, edit, delete a template | `hr:write` |

***

## Related

* [Onboarding](/hr/user/lifecycle/onboarding) — start and work an onboarding built from a template
* [Separation templates](/hr/user/lifecycle/separation-templates) — the offboarding equivalent
* [Template Centre](/hr/user/employees/template-centre) — the hub where all HR templates live
* [Job offers](/hr/user/recruitment/job-offers) — accepting an offer fires the default onboarding template