Recruitment and Onboarding

Employment Hero Setup Summary

A walkthrough of what has been built in Employment Hero for the Mentor role, recruitment flow, onboarding automation, contract setup, and what is still in progress.

Mentor Role
April 2026
Prepared by Kairos HR
6
Features Set Up
3
In Progress
3
Coming Next
1
Manual Step Required
Phase 01
Recruitment Flow
Recruitment
From Application to Offer
All steps completed for the Mentor role in Employment Hero
Role Description Set Up Done
A standard role description for the Mentor position has been configured in Employment Hero recruitment. This appears automatically when a new Mentor role is posted, saving time and ensuring consistency.
Interview Evaluation Template Done
A structured interview evaluation template has been set up so all interviewers assess candidates against the same criteria. This keeps the process fair, documented, and easy to compare across applicants.
Reference Check Flow Done
The reference check process is fully automated in Employment Hero. Once triggered, the candidate receives an email requesting referee details. Referees are then contacted automatically and complete their responses online. Once submitted, the recruiter is notified and prompted to rate the outcome (Positive, Negative, or Neutral) before progressing the candidate.
Email sent to candidate requesting referee details
Recruiter notified when references complete
Recruiter rates references before progressing candidate
Offer Letter Flow Done
This process works the same way as the reference check, it is managed through the candidate's profile in the recruitment module. The recruitment team must send the offer letter email template first, then issue the letter of offer through the candidate's profile in recruitment.
Process order: Send the email template below first → then issue the Letter of Offer through the candidate profile in recruitment.
Email Template, "Letter of Offer: Send Before Issuing Offer Letter"
Note: You may see a "Failed to save offer letter as draft" error message, ignore this. The offer letter still sends correctly.
Standardised Casual Mentor Contract Template Done
A new casual employment contract template has been created specifically for the Mentor role, "Employment Contract, Casual Mentors, Inspired Living QLD Pty Ltd". The template is standardised and easier to complete than the previous version, reducing errors at the point of signing. All new Mentors are to be issued this contract by the recruitment team going forward. Existing Mentors will receive updated contracts once the employee details audit is complete.
Phase 02
Onboarding Flow
Onboarding
From Contract Signed to Day One
Automated workflow triggered once a contract is issued to a Mentor
Workflow Trigger Done
The Pre-Start Onboarding Workflow fires automatically when an employee is issued a contract and the job title contains "Mentor". This means the flow only runs for the right people, no manual triggering required.
Key Onboarding Information Email Done
Two days after the contract is issued, the new Mentor receives a welcome email with a link to the Key Onboarding Information fact sheet. The email includes a reminder to complete any outstanding documents in Employment Hero before their start date.
Automated email: Key Onboarding Information sent 2 days after contract
Onboarding Checklist Assigned Done
The onboarding checklist is assigned as part of the workflow, including links to the Pre-Start Checklist and Key Onboarding Information pages. Certifications have been refined so only Mentors are prompted to complete the required compliance training, other roles are not shown irrelevant items.
Pre-Start Checklist Key Onboarding Information
HR Compliant Health Declaration Form Done
A Health Declaration form has been added to the onboarding flow. It is HR compliant, designed to collect only what is legally permissible at the pre-employment stage, and is assigned automatically to all new Mentors.
Onboarding Reminder Email Done
A second automated email fires 3 days before the employee's start date, but only if their certification status is not yet Active. It reminds them to complete any outstanding onboarding items before their first day. This avoids chasing people manually and ensures nothing falls through.
Reminder sent to employee and primary manager 3 days before start
Onboarding Profile Set-up Fields Required for Correct Sync with Payroll
In Progress
Being Finalised Now
Active Work, This Week
Items currently underway or completing today and tomorrow
Employee Details Audit In Progress
A full audit of all employee records across Employment Hero, ShiftCare, and payroll is underway. Approximately halfway through. The goal is to ensure all records are consistent and accurate before issuing updated contracts to existing Mentors.
New Contracts for All Existing Casual Mentors Pending Audit
Once the employee details audit is complete and records are cleaned up, all existing casual Mentors will be issued the new standardised contract template through Employment Hero.
Employee Communications, How to Use Employment Hero Pending
A communication to all current staff explaining how to use Employment Hero going forward, accessing payslips, updating personal details, completing onboarding tasks, and so on. To be sent once the audit and contract reissue is complete.
Coming Next
Planned Improvements
Short-Term Roadmap
SMS functionality, SMS is not natively supported in Employment Hero at this stage. A workaround solution is being scoped and will be set up once a viable approach is confirmed.
Policies embedded in onboarding, Key policies (Code of Conduct, Incident Reporting, etc.) will be finalised and embedded directly into the onboarding flow so staff must acknowledge them as part of their pre-start tasks.
Position Description embedded in employee profile, The Mentor PD will be embedded into the onboarding flow and attached to each employee's profile in Employment Hero for easy reference.
LMS for compliance training, Currently evaluating Wyzed as a dedicated LMS for NDIS-specific compliance training. The goal is to manage all mandatory training (including NDIS modules) in one place and link completion back to Employment Hero certifications.