Onboardees Tab
Important: The onboardees tab may display a different label if you've customised the Role Singular and Role Plural fields when editing your Space.
For example, if you're onboarding suppliers, the tab will be labelled 'Suppliers (Onboardees)'.
Archived Only
Toggle the Archived Only checkbox to display only archived onboardees.
Show Filters
The Show Filters toggle reveals dynamic, filterable donut charts that provide a visual snapshot of your onboarding status: who is onboarded, who is awaiting onboarding (unonboarded), and who requires verification. These charts update in real-time as onboardee statuses change in the background.
The two donut charts are interactive just click any segment to apply that filter to the onboardees table below. You can also filter using the status buttons:
All
Displays all onboardees without any filters applied.
To Invite
Shows onboardees who haven't yet been sent an email invitation to onboard.
Invite Sent
Shows onboardees who have been sent an email invitation to onboard.
Exclude
Shows onboardees who are excluded from onboarding. Use this status for any purpose that suits your workflow, such as maintaining a waitlist or marking draft entries that aren't ready to be invited yet.
Queued
Shows onboardees who are queued to receive an email invitation. Once successfully emailed, their status will change to Invite Sent. If an onboardee remains in Queued status for more than a few hours, they're likely experiencing email delivery delays or errors. Click Track Email Status to investigate further.
Unverified
Shows onboardees whose compliance documents haven't been verified yet. This status means they have submitted credentials that require Admin approval or rejection.
Unonboarded
Shows onboardees who haven't completed their onboarding yet. This status indicates they're still awaiting onboarding or in progress.
Onboarded
Shows onboardees who have successfully completed all requested compliance actions according to the portal's current workflow.
Select Onboardee Tags
With Show Filters enabled, you can select one or more Tags associated with onboardees to further filter the table below.
Add Contacts
Toggle the Add Contacts switch to display the Add Contacts table and filters.
This feature allows Admin users to convert existing Contacts (who aren't currently onboardees) into new onboardees. You can also invite these contacts at the same time their onboardee record is created—all in one action.
Select Contacts to Add as Onboardees
The Contacts (Not Onboardees) table displays every contact in the Space who isn't currently an onboardee. You can filter by contact name and select a single Tag from the Tag Filter dropdown below the table.
Select the Contact you'd like to add, then choose:
ADD to add the contact as an onboardee without sending an email invitation
ADD + INVITE to both add the contact as a new onboardee and automatically send them their onboarding portal link via email
Contact Fields
Within the Contacts (Not Onboardees) table, you can show or hide the following columns:
Full Name (Company)
First
Surname
Company
Email
Type
Tags
Open Contact
Click SHOW ALL or HIDE ALL to quickly toggle all fields at once.
Contact Type Filters
Below the Contacts (Not Onboardees) table, you can filter by contact type:
Persons
Contractors
Locations
Venues
Add Typing
Enable the Add Typing switch to quickly add new onboardees by simply typing or pasting their details.
Add Typing is the fastest way to add people to WorkZerk and get them onboarded. Simply enter their name followed by their email address. You can also paste names and email addresses in this format directly from a spreadsheet or other source (such as email lists).
Key benefit: Add Typing automatically searches existing Contacts in your database for matching email addresses or first/last names. If matches are found, you'll receive a suggestion before they're added. This significantly reduces duplicates and prevents adding the same person as an onboardee twice. You can override this suggestion if needed and add them anyway (as a new Contact/Onboardee).
To add multiple onboardees at once, place each person's details on a separate line. The text box expands automatically as you add more entries.
Example format:
To add someone with first name 'Chris', surname 'Jack', and email 'chris@chrisjack.com.au', simply type:
Chris Jack chris@chrisjack.com.au
Click the VALIDATE button to look up email addresses in your Space's database and check for existing matches. Validation also ensures your entries conform to the required format.
Validation Columns
After validation, you'll see the following columns:
First Column
The validated/interpreted First Name.
Surname Column
The validated/interpreted Surname.
Email Column
The validated/interpreted Email Address.
Valid Column
A green checkmark indicates the First Name, Surname, and Email are all valid.
Match Column
A green checkmark indicates this onboardee was matched to an existing Contact. Clicking ADD 1 ONBOARDEE will add them as an onboardee without creating a duplicate Contact record.
Add New Column
When the Add New switch is enabled, a new Contact record will be created for this onboardee even if an existing Contact uses the same email address. By switching on Add New you are essentially telling WorkZerk to ignore the matched suggestion, and just create a new record anyway.
Onboardees Table
Invite
The INVITE button allows you to select one or more onboardee records and invite them all at once. Select onboardees using the checkbox next to their full name in the Onboardees table.
WorkZerk will notify you if any selected onboardees are missing an email address or first name — the minimum requirements to send an invitation.
After clicking INVITE and confirming, WorkZerk will send individual invitation emails to each selected onboardee containing their personalised portal link. They can begin onboarding immediately using your defined workflow. The Onboardees tab updates in real-time as a live dashboard while they onboard (including the donut charts).
The EMAIL button provides a quick way to send bulk emails to selected onboardees. Simply filter and select the onboardees you want to contact, then click EMAIL.
All emails sent through WorkZerk via this feature automatically include each onboardee's personalised portal link for instant access to their onboarding portal.
Typical use cases include prompting onboardees to complete new compliance actions or updating them with relevant information.
You can track the status of all emails sent this way using Track Email Status.
Export
The EXPORT button generates a quick CSV export of your onboardees. It works based on selected onboardees, making it useful for exporting specific sets—such as all onboardees with INVITE STATUS of 'TO INVITE'—to email them using your own email domain or email marketing provider.
The following fields are exported by default (this cannot be customised and doesn't change based on your FIELDS selection):
Email
FirstName
Surname
Company
Link
Import
The IMPORT button allows Admins to import a CSV (Comma Separated Values) file exported from any external application.
Fields
The Onboardees table allows Admins to show or hide the following columns. WorkZerk remembers these settings, so they persist across devices when you log in with the same user account:
Full Name (Company)
First
Surname
Company
Type
Invite Status
Email
Notes
Onboardee Tags
Delete
Onboarding Icon
The Onboarding icon is colour-coded to show the current onboarding status:
Red indicates this onboardee is awaiting onboarding
Green indicates this onboardee has completed onboarding
Verification Icon
The Verification icon is colour-coded to show the current verification status:
No icon means there is nothing requiring verification
Green indicates all compliance has been verified for this onboardee
Orange indicates Admins need to verify compliance (approve or reject submissions)
Portal Link
This useful link logs you into that onboardee's onboarding portal. This is particularly helpful for prepopulating fields specific to that onboardee or testing what the onboarding workflow looks like from their perspective.
Contact Icon
The Contact icon opens the Contacts tab and navigates directly to that Contact's record.
