task sheet employee onboarding - tilsonhr.com · employee onboarding portal, you will receive an...

T a s k S h e e t

Em p l o y e e O n b o a r d i n gC A T E G O R Y O V E R V I E W

Department: Human Resources

Type: Data

Tilson proudly provides a digital experience for onboarding new hires. The Employee Onboarding Portal is a tool that provides clients with the ability to hire employees through a fully digital process.

C O N T E N T S

1.0 Getting Started ........................................................................................................................................................ 1

Page #

2.0 New Hire Setup .......................................................................................................................................................2

3.0 Pre-Employment ....................................................................................................................................................4

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4.0 Pre-Screen .................................................................................................................................................................7

5.0 New Hire .....................................................................................................................................................................8

7.0 Eligibility I-9 ............................................................................................................................................................9

6.0 Verification ...............................................................................................................................................................8

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1.0 Getting Started

1.1 Access Online HR Portal Go to tilsonhr.com, then select “Login”.

The page will refresh; select “Employer Portal” to be directed to the online HR portal.

Type in Username and Password.

Select “Sign in”.

1.2 Sign-In

1.3 Access Onboarding System The page will redirect to the online HR portal company dashboard.

Select “My Company” from the top banner.

Select “Onboarding - Employer” from the drop-down list, located in the subcategory “Tilson Tools”.

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2.0 New Hire Setup

The page will refresh to display the employee onboarding dashboard.

Select “Pre-Employment”.

The page will refresh to display the “New Hires” screen.

Select the “+” symbol to begin creating the new hire’s account.

2.1 Access New Hire Setup

2.2 Add New Hire Account

*Dashboard may appear differently on your screen, dependent upon your company’s process. Please contact your Tilson Service Team if you have any questions.

*Onboarding process may appear differently on your screen, dependent upon your company’s process. Please contact your Tilson Service Team if you have any questions.

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2.0 New Hire Setup contd.

The page will refresh to display the “Add New Hire” page.

Follow the prompts on the page to fill-in the form, then select "Next".

Note: Selecting “Next” will officially create a new hire account. The new hire account will be visible on the Tilson Onboarding dashboard based upon the phase of the new hire (i.e. Pre-Employment, Pre-Screen, New Hire, Verification, or PEO).

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3.0 Pre-Employment

The page will refresh to display the “Hiring Detail” page.

Follow the prompts on the form to add the hiring and position information.

Review the information for accuracy, then select “Next”.

3.1 Hiring Details

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3.0 Pre-Employment

The page will refresh to display the “Allowances” page.

Follow the prompts on the form to add the new hire’s allowance information.


3.2 Allowances

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3.0 Pre-Employment

The page will refresh to display the “Hiring Documents” page.

Follow the prompts on the form to select the documents to include with the new hire’s finalized paperwork. These documents can be added via "drag and drop" or via "document browser".


The page will refresh to display the “Review Summary” page.

Review the data for accuracy. If any changes need to be made, do so by selecting the edit tool within the appropriate section. This will direct you to the selected section for editing purposes. Continue to edit the information until the summary information is correct.

Once all the information is listed correctly on the summary review, select “Submit”.

3.3 Hiring Documents

3.4 Review Summary

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4.0 Pre-Screen

Important: Some of Tilson’s clients have opted to utilize our pre-em-ployment screening resources. These organizations will have an ad-ditional step before the new hire is moved from the Pre-Employment phase to the New Hire phase. Section 4.0 of this guide details the Pre-Screen phase. If your organization does not perform pre-screening during the onboarding process, please skip to Section 5.0 of the guide.

The page will refresh to display the “New Hires” page. The new hire’s account will have been moved from Pre-Employment to the next phase of the onboarding process, Pre-Screen.

The candidate will then receive an email with instructions on how-to complete their pre-screen requirements. These requirements are based upon your organizations setup within Tilson’s system. If you have any questions about this, please contact a member of your Til-son Service Team.

The pre-screen results will be reviewed by Tilson, at which point the information will be delivered to the client for deliberation on how to proceed. Tilson will then work with the client to either reject and stop the applicant from moving forward in the process or accept the the applicant as a New Hire. Rejected applicant information will be kept on file, however their account will be removed from Tilson Onboarding. Accepted applicants will be moved by Tilson from Pre-Screen to New Hire.

4.1 Background Information

4.2 Pre-Screen Process

4.3 Review Pre-Screen Results

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5.0 New Hire

The page will refresh to display the “New Hires” page. The new hire’s account will populate within the New Hire phase of the onboarding process. You may logout while awaiting for the candidate to complete the following:

Once in the New Hire phase of the onboarding process, the candidate will receive an email with instructions on how-to complete their portion of the process. Along with this, the individual will be notified about presenting their I-9 Documents to either the hiring manager/supervisor or a qualified notary.

After the new hire completes their online paperwork within the Employee Onboarding Portal, you will receive an email notification requesting that you complete the new hire’s verification.

Log back into the Employee Onboarding Portal by following the same steps listed in section 1.0 - 1.3 of the guide.

The new hire’s account will have moved from the New Hire phase on the dashboard to the Verification phase. Select “Verification”.

The page will refresh to show the employee’s account.

To the right of the new hire’s account, select the “Complete Verifica-tion” icon, which is shaped like a pencil.

Note: Icon descriptions appear when hovering over the icon.

5.1 New Hire Candidate Action Required

6.1 Access Tilson’s Onboarding New Hire Verification Page

6.0 Verification

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6.0 Verification Contd.

The page will refresh to display the New Hire “Employment Informa-tion Verification” screen.

Follow the prompts to enter the required information. Select “Save”.

Important: The I-9 Documents Verification may be completed in one of two ways. The first and most common way is to receive the I-9 Documents from the employee directly, at which point the verification can be completed immediately following the Employment Informa-tion Verification. The second way to complete the I-9 Documents Verification is to use an authorized representitve to view and verify the documents. This option may be used if the new hire is unable to provide the documents to the hiring manager/supervisor in person. The following will outline these two processes, starting with the first mentioned scenario of in person document review and verification.

6.2 Employment Information Verification

7.0 Eligibility (I-9)

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Option 1: Employer Completes I-9 Verification

Log back into Tilson’s Onboarding System by following the same steps listed in section 1.0 - 1.3 of the guide. The new hire’s account will have moved to the "Eligibility (I-9)" phase.

Select “Eligibility (I-9)”.

Next, select the pencil icon to "Complete I-9 Verification".

7.1 Access I-9 Verification


The page will refresh to display the "Employment Eligibility Verification" page. At the bottom of the page, select whether to verify using a List A document or List B and C documents.

Follow the prompts to complete the I-9 Documents Verification.

Select "Submit List (A or B & C)".

The new hire's account will move to the "Ready for Export" phase, at which point Tilson will review the information and onboard the employee within 24 business hours.

7.2 Complete I-9 Verification

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Option 2: Use Authorized Rep I-9 Process

Log back into Tilson’s Onboarding System by following the same steps listed in section 1.0 - 1.3 of the guide. The new hire’s account will have moved to the "Eligibility (I-9)" phase.

Select “Eligibility (I-9)”.

Next, select the person icon to "Use Authorized Rep I-9 Process".

7.3 Access I-9 Verification


The employee will receive an email with instructions on how to complete the I-9 Verification through use of an authorized representative.

Tilson will onboard the employee and file the I-9 Verification accordingly.

7.4 Complete I-9 Verification

Note: If you have any questions, please feel free to contact Tilson's Service Team via [email protected]