Onboarding Step Templates Overview
Onboarding Step Templates are the building blocks of your onboarding portals. Each template defines a single step that an onboardee will encounter during their onboarding journey — whether that's entering their name, uploading a licence, signing a declaration, or acknowledging a safety document.
This guide walks through every section of the template editor so you can configure each step exactly the way you need it.
Naming & Grouping
Label The name of the step as it will appear to the onboardee. Choose something clear and descriptive — for example, "First Name", "Site Hazards", or "Upload White Card".
Folio Assign the step to a Folio to group related steps together. Folios help you organise your onboarding flow into logical sections (e.g. "Personal Details", "Safety Induction", "Compliance Documents"). If left blank, the step will sit outside any folio grouping. To assign a folio just start typing and existing Folio names will appear. If this is a new Folio grouping, when you hit enter it will create a new Folio.
Export Name An optional custom field name used when exporting data via CSV. If you leave this blank, the Label will be used as the default export column header. Use this when you need your export field names to align with an external system.
Field Type
The Field Type determines what kind of input the onboardee will provide. Choose from the following options:
Text
A single-line text field. Ideal for short responses like names, address details, phone numbers, or licence numbers.
Text Block
A multi-line text field. Use this for longer responses where the onboardee may need to write a sentence or paragraph for example, describing their relevant experience or providing additional notes.
Single Choice
Presents the onboardee with a list of options displayed as radio buttons — they can select only one. When you choose this type, click Edit Choices to define your options (enter one option per line).
Multi Choice
Presents the onboardee with a list of options displayed as checkboxes — they can select one or more. Like Single Choice, click Edit Choices to define your options (one per line).
Date
A date picker field. Useful for collecting dates of birth or start dates. Note: If you need to collect a document expiry date, this is best achieved with the Require Expiry option on the file upload, because this is how expiry tracking is enabled.
WorkZerk supports Day-Month-Year formatting only (compatible with all Asia Pacific countries except Philippines).
Dates can be entered by onboardees either by typing the date (Day-Month-Year) or picking the date from the date picker.
Check Box
A single checkbox. Use this for simple yes/no or true/false responses — for example, "I have my own PPE" or "I hold a current driver's licence".
None
Select None when the step does not need to capture any input from the onboardee. This is used for display-only steps for example, presenting a safety video, linking to a PDF document, or pairing with a Sign action for a standalone agreement or declaration.
Linked to Contact Field
This dropdown lets you map the onboardee's response directly to a field on their Contact record. When linked, the response automatically populates the corresponding Contact field effectively turning your onboarding data into a living contact record.
Linked to Contact Field is available for all field types except Date and None.
For example, linking a "First Name" text step to the Contact's First Name field means the onboardee's response flows straight through to their contact record without any manual data entry on your part.
Instructions
Instructions let you provide guidance, context, or reference material alongside a step. There are two ways to add instructions: the rich text editor, and an attached resource being an image (png/jpeg) or pdf file.
Edit Instructions (Rich Text Editor)
Click Edit Instructions to open the rich text editor. Here you can write formatted instructions or guidance that will appear to the onboardee alongside the step. The editor supports bold, italic, underline, text colour, numbered lists, bullet lists, and hyperlinks. There is a 2,000 character limit.
Use this to explain what information you need, why you need it, or how to complete the step correctly.
Include Link / Image / PDF
You can include a supporting link, image or PDF (in addition to the rich text instructions):
None — No attached resource.
Link — Provide a URL to an external website. The onboardee will see a link they can click to visit the page.
Image/PDF — Upload an image or PDF file to accompany the step. Once selected, you can configure how it's presented:
Display File Inline — When ticked, the image is displayed directly within the step so the onboardee sees it immediately. When unticked, the file is presented as a clickable button link instead. Note that PDFs are never displayed inline — they always open on click.
Button Label — Customise the text on the button link (e.g. "View Safety Document", "Download Induction Guide"). This only applies when the file is not displayed inline.
Actions
Actions define what the onboardee needs to do to complete the step. You can select one or more actions on a single step for example, you might combine Upload and Sign to require a document upload along with a signed declaration.
Each action you tick will reveal additional configuration options below.
Input
The onboardee must provide a response using the Field Type configured above. For example, if the field type is Text, they'll need to type a response. If it's Single Choice, they'll need to select an option. This is the most common action for data-collection steps.
View
The onboardee must acknowledge the content by viewing it. For inline images, this means clicking on the image to view it. For PDFs and button-linked files, the onboardee must click the button to open the document. This action also allows an optional date input.
Use View when you need to confirm that the onboardee has actually looked at important material — such as a safety briefing, site map, or policy document.
Upload
The onboardee must upload one or more files (images or PDFs). When selected, you can configure:
Require Expiry — Tick this to require the onboardee to provide an expiry date for the uploaded document. This feeds into the Expiry Tracker for ongoing compliance management.
Max Uploads — Set how many files the onboardee can upload for this step (between 1 and 25).
Selfie — Tick this to prompt the onboardee to take a selfie/photo using their device camera. This will update the Contact record related to this onboardee with their photo. You should ask the onboardee to upload or take a selfie with their head centered in the frame for best results.
Upload is ideal for collecting credentials, licences, certifications, or identification documents.
Sign
The onboardee must draw their signature on a signature pad. When selected, you can configure:
Declaration — Enter the declaration text that appears above the signature pad (e.g. "I Agree", "I confirm the information provided is true and correct"). This is what the onboardee is agreeing to by signing.
Use Sign for agreements, declarations, terms and conditions, or any step where you need a formal acknowledgement on record.
WorkZerk will capture the signature and store it as an image which can be retrieved later if required in the Admin area.
Approve
When ticked, the step requires approval from an administrator. Until an admin reviews and approves the step, it will remain in an Unverified state — even if the onboardee has completed all other actions on the step. This is separate from the overall Onboarded status.
Use Approve for steps where you need a human review before accepting the submission for example, verifying that an uploaded licence is valid, or that a photo meets your requirements.
Compliance Summary
When you select certain actions (such as View, Upload, or Sign), a read-only Compliance summary appears at the bottom of the action section. This gives you a quick overview of what the onboardee will be required to do for this step — for example, "Upload files or documents as requested" or "Sign by drawing their signature". This is for your reference only and is not configurable.
Publish
The Publish toggle controls whether the template is active and available. When published (toggled on), the template can be used in portals and workflows. When unpublished (toggled off), the template is hidden from all portals and workflows across your space.
Publishing or Unpublishing a template will have a direct effect on the Onboarding status of onboardees (even those that are already onboarded) if the template contains required actions such as Sign, View, Upload etc.
Use this to work on templates before they are published and made available to other Admin users (e.g. ‘Work in progress’).
Portal Only
When ticked, the template is scoped to the current portal context only. It will not appear in other portals across your space. Leave this unticked if you want the template to be available across the Space for use in any portal.
Saving Your Template
Once you've configured your step, click Save to create or update the template. Click Back to return to the template list without saving.
