Getting Started
Please review this Getting Started Guide to get up and running as quickly as possible.
Should you have questions at any point, just reach out for help.
Terms & Definitions
Onboardee
The person who is being nboarded in the portal. They are invited to onboard through the Admin area of WorkZerk.
Space
The Workspace that contains Portals. You can setup multiple Spaces each with their own branding (logos and colours).
Portal
The actual onboarding portal where Onboardees will onboard. Portals are contained in Spaces.
Unonboarded
An Onboardee who has not completed the required actions of the Onboarding Workflow.
Onboarded
An Onboardee who has completed all required actions of the Onboarding Workflow (but may not be Verified yet).
Unverified
An Onboardee who has completed actions that required verification (human, manual checking) but is not yet verified.
Onboardee: Verified
An Onboardee who has completed actions that required verification, and a human has manually verified those actions.
WorkZerk Works in any Browser
With WorkZerk there is nothing to install or update, it works within any browser tab (Chrome, Edge, Safari) on just about every device.
Admin Users will need to login using their email address and password, but Onboardees accessing any of your portals are not required to login, they simply use their unique URL which can be emailed to the Onboardee when you invite them to use the portal.
Open a Single Instance of WorkZerk
WorkZerk is a modern, real-time single page application (SPA) meaning it works best contained in a single browser tab.
Think of WorkZerk as similar to a chat application, where messages and updates are coming behind the scenes and you wouldn’t need or want to open multiple instances.
If you open more than a few tabs per User, some of the older tabs might be signed out automatically.
Onboardees are Added from Contacts
Contacts become Onboardees when they are added as such to the Portal.
Think of Contacts as your ongoing, centralised database of people (everyone you know) associated with the worksite or workplace, including people who may represent a location or be a supplier.
It is recommended that you setup WorkZerk in the following order:
Add a Portal in Admin Area
Click on the Portals tab and the Add/Save button.
Add the portal information (Portal Name is a required fields).
WorkZerk will set the portal context to this newly created event. The Space context is also shown in the top left hand corner, together with the currently logged in User.
You interact with data in two contexts. The Space (Workspace) you are viewing, and the Portal.
You change the Space by switching from the Edit Spaces screen (the three dots in the top right hand corner).
WorkZerk will remember which Space and Portal you personally used last time and open that first.
Portals are switched in the Portals tab. The Portal you are currently editing will show a green tick next to it.
Import Existing Contacts
If you don't currently have any contacts or onboardees to add yet you can skip this step because it involves importing existing data.
Export any existing contacts you would like to use from the source.
Sources of contacts are unlimited, but might include:
Existing spreadsheets or documents.
CRM platforms such as Salesforce, Zoho CRM, Hubspot, Pipedrive etc.
Google Contacts (Android), Apple Contacts (Mac) etc.
Social media platforms such as Facebook, LinkedIn etc.
All of the above platforms support the export of contacts to a CSV file (so they can be bulk imported into WorkZerk). CSV stands for Comma Separated Values, and its the standard way to export and import data from different sources.
WorkZerk can import contacts & onboardees via any standard CSV file. CSV files are organised into columns and comma separated with the correct field headers.
How to Import a CSV File into WorkZerk
Click on the Contacts tab and then 'Import' button to start the import.
Map fields from your data source, to the correct fields within WorkZerk. WorkZerk will also automatically auto-map fields that it thinks are good matches (for example, telephone = phone).
Proceed with the contact import and check contacts are added correctly.
If you made a mistake with the mapping or wish to reverse the import, you can go back into IMPORT and delete all past imports (use with caution as deletion cannot be undone).
You can also enter contacts one by one by adding them individually from the Contacts tab. This would be appropriate if you are starting from scratch without an existing contact list, or you are only onboarding people occassionaly.
You can also automatically add Onboardees to the portal at the same time you import Contacts, if that makes sense in your scenario (use the Add as Onboardees checkbox).
When importing future CSV files you can choose what action WorkZerk will take when the Contacts match existing records (to avoid duplicate records). This also applies to Onboardees. This makes it possible to update or sync your contacts and onboardees with other data sources (if those other sources are the single source of truth).
Onboardees are added into WorkZerk from Contacts. So to add a Onboardee they first must exist as a Contact. That way, you can reuse these Contacts for future portals and retain all compliance history. Contacts persist for future use within the Space.
Onboardees are therefore always a subset of Contacts within a Space. There will also be more Contacts in your Space than Onboardees within a single Portal, because Onboardees are linked to Contacts.
If you need help importing your Contacts into WorkZerk, please reach out and lodge a support request and we will point you in the right direction.
We also offer a white glove data import of Contacts/Onboardees for a fixed fee (we will do it all for you!).
Setup Tags (Optional)
Tags are used to classify contacts. For example, you might tag a supplier as CARPENTER so you can search for all of this trade within your Contacts in the future.
Or you could use Tags to represent skills, qualifications or perhaps geographic region.
Tags can also be used in a special way by setting them as Hidden. This means they won't show in the portal. This is very useful for internal tags or other tags which are just used to group contacts together to easily add them as Onboardees to other portals.
Note: You don't have to add Tags straight away, you can always add them later.
You can add multiple tags to a Contact, and these will be inherited when they are added as Onboardees.
Create Onboardees
Now you have entered Contacts & Tags, if you didn't add them as Onboardees when importing the Contacts, it's time to add some Onboardees from existing Contacts.
Click on the *Onboardees tab to add Onboardees to the portal
There are two ways to add Onboardees:
For onboardees not already added as contacts you can add a onboardee by just typing in their names and email addresses in the format [FirstName] [Surname] [EmailAddress] by clicking on Add by Typing or Pasting in the *Onboardees tab. This will create new contacts for these Onboardees at the same time (so they persist for use in future portals).
For onboardees that are already added as contacts you can filter contacts into Persons, Contractors, Locations & Venues and select all the people you wish to add, then click 'Add'.
*You change the name of Onboardees to whomever you are onboarding by editing the Space. Therefore, in your situation this tab might be named Clients, Contractors, Students, Patients — whatever you or the Space Owner renamed it to!).
White Glove Data Import Service
We offer a white glove data import service for a fixed cost. You simple send us your current spreadsheets, and our support team will import the Contacts and Workers into your Space.
Add Onboarding
Now you have added some *Onboardees setup you can being adding your onboarding workflow into the Onboarding tab.
Click on the Onboarding tab and start by adding a Section. You might name this ‘Onboarding’ or something simply if you only have a few Onboarding tasks, but for more complex Onboarding processes you can separate Onboarding tasks into sections.
Stepped or Form Section Types
In WorkZerk when you add a new Section into Onboarding it will default to showing those steps in the portal STEPPED. You can think of this as similar to a wizard or ‘step by step’ display.
The other way to display sections is FORM which is appropriate if you are prompting for multiple fields of input information at once for example Bank Account Name, Bank Account Number etc.
You change the section display type by clicking the button immediately to the left of the Section Name.
Create some Onboarding Step Templates
Click on + STEP to create your first onboarding step template.
You will see all your existing templates. Click on + STEP TEMPLATE.
At the top of the screen ‘Adding New Onboarding Step Template’ should be shown.
Enter all the required information for this onboarding step template. In WorkZerk, all onboarding workflow is created as templates so you can reuse them later and these are shared within the Space (to all portals).
Note: You will shortly be able to restrict a template to just that portal, this is a highly requested feature under development right now.
Content Section
Click on the Edit Instructions button and enter the required instructions in rich text format to display to the Onboardee. You can also optionally provide a clickable link to another URL, an Image or PDF.
Images can either be displayed inline or as clickable links that will pop up the images.
PDF’s are always displayed as clickable links. PDF’s open within WorkZerk (not in a separate application or tab).
Input Section
The input section is where you prompt the Onboardee to enter information in a single field.
If you need the Onboardee to enter information at this step, choose which field is required:
None
Text (Sinle line text)
Text Block (Multi-line text)
Date
Check Box
Multi Choice (In Progress)
Selfie (In Progress)
Actions Section
Here you will define what actions are required for this onboarding step.
View (Onboardee must either ACKNOWLEDGE what is shown by clicking a button or click on the link).
Upload (Onboardee must upload a file as requested e.g. an image or PDF).
Sign (Onboardee must digitally sign with their mouse or touch device e.g. provide their signature)
Approval (An Admin user must manually approve the step)
Compliance Section
This section will display a summary of what compliance is requested for this step.
The onboarding step will be published by default, you can switch this off before saving if you wish to add a Draft onboarding step.
Send a Test Email Invite
Congrats! You are almost ready to invite *Onboardees to your portal.
Always send a test portal invite to yourself before sending a bulk portal invite. That way you can test that the Portal displays everything you expect and require - before sending this to everyone.
To invite an Onboardee to start using their portal and complete Onboarding steps, click on Onboardees then select one Onboardee and click the INVITE button.
The email invite will automatically contain a personalised link to the Portal, so also be sure to click on this link and make sure the Portal is displaying everything as expected (all the Onboarding you added in the previous step).
Ways to Invite Onboardees
There are two ways to email portal invites to Onboardees so they can start completing onboarding workflow, and the method you choose will depend on your preferences.
Use the WorkZerk Email Server (Built-in, Easiest & Fastest)
If you send invites via WorkZerk they will appear to originate from WorkZerk from the email address hello@workzerk.com.au. Our email server is reliable and highly trackable, and is the easiest and quickest way to send the portal link.
The email sender (reply to) will be from WorkZerk and not your email server or domain, but the email will contain everything required.
You will be able to track the progress of an email invite to individual *Onboardees in terms of whether the email was successfully delivered to their inbox in real-time.
Email or SMS Links Directly from your Email Address or Phone
The simplest way to send a single Onboardee portal invite link is to use the INVITE LINK button located above on the Onboardee form and simply copy and paste the worker’s invite URL into a new email message using your email service such as Google or Office 365.
The benefits of using this method are that the sender address will be from your domain, which is likely to convey more trust to the Onboardee and allows you to fully maintain your brand within the communications.
Use your Email Service Provider (Better Branding)
Alternatively, you can use your own email service provider or email marketing platform such as Mailchimp, Aweber, GetResponse, Zoho etc. to send all the Onboardee invites as a bulk email.
To send your invites through a third party and not via the built-in WorkZerk email server, click on the *Onboardees tab then INVITE and then EXPORT INVITES.
The exported CSV file will contain the personalised portal links for each onboardee. When you do your email blast be sure to include the 'Link' field.
Exporting invites produces a CSV file with these fields:
Email, FirstName, Surname, Company, Link
The Link field is the actual live portal link personalised for that individual onboardee. It will contains a link to au.workzerk.com.au together with a long and unique personalised token that grants them immediate access (without logging in or registering).
Be sure to include the Link field in your invite if sending via your email service provider otherwise *Onboardees will not be able to view their personalised portal.
*Onboardees will not have to register or login to view their Onboarding portal, but they will need to use their unique link.
Still have questions?
Lodge a support request.
*You change the name of Onboardees to whomever you are onboarding by editing the Space. Therefore, in your situation this tab might be named Clients, Contractors, Students, Patients — whatever you or the Space Owner renamed it to!).
