We’re excited to announce a new feature designed to streamline the onboarding experience: Draft Employees. This functionality allows for the creation and saving of employees with minimal information—just a first name & last name without requiring all other details upfront. This change reduces unnecessary data entry during the initial stages of onboarding and helps manage onboarding at your own pace.
Draft Employees ensure flexibility, allowing users to save and revisit partially completed employee records. This feature is perfect for organisations needing quick access to partially onboarded employees while ensuring all required details are finalised later.
Benefits of the Draft Employee Feature
- Faster Onboarding: Quickly save partial employee records without requiring complete information upfront.
- Enhanced Flexibility: Managers can return to update or finalise details as needed before completing onboarding.
- Improved Organisation: Draft employees are stored separately and can be filtered within the employee list for easy access.
How to Create a Draft Employee
To create a Draft Employee simply select the draft option shown below from within the Employee page:
When creating a draft employee, you can choose to enter only the required fields—first name & last name or add additional details if needed. Once the draft employee is created, their profile will appear in the employee list with options to Edit or Invite. Importantly, the draft profile will not sync to the pay engine until the employee has been formally invited and successfully completed their onboarding process.
You can find steps on how to complete the onboarding process smoothly by following this article.
How Permissions Work for Draft Employees
Permissions determine which roles can add or invite draft employees in both Roubler and MYOB Acumatica. Here’s a breakdown of the functionality by permission level:
| Permission Level | Roubler - Can Add Draft Employee? | Roubler - Can Invite Draft Employee? | Acumatica/WFM - Can Add Draft Employee? | Acumatica/WFM - Can Invite Draft Employee? |
|---|---|---|---|---|
| Manager | No | Yes | No | Yes |
| Hiring Manager | No | Yes | No | Yes |
| Manager with Finance | No | Yes | No | Yes |
| Manager with Payroll | Yes | Yes | Yes | Yes |
| Administrator | Yes | Yes | Yes | Yes |
| Partner | Yes | Yes | Yes | Yes |
| Super | Yes | Yes | Yes | Yes |
Key Features of Draft Employees
- Partial Employee Records: Save employees as drafts with only a first name & last name.
- Draft Employee Filter: A new filter in the employee list allows users to view and manage draft employees easily.
- Reopen Onboarding Invites: Partially completed onboarding invites can be reopened and updated as needed.
- Finalisation Process: Managers or users with relevant permissions can complete the remaining data and finalise the onboarding process to send system access to the employee.
Future Enhancements
The ability to import draft employees with partial fields is currently in development—stay tuned for updates!
The Draft Employee feature simplifies onboarding by allowing users to add employees incrementally while maintaining flexibility and organisational control. Whether you’re onboarding new hires or managing records, this feature ensures a smooth process for all users.
For questions or further details about this feature, please reach out to our support team.
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