Configuring Employee Onboarding in Bitrix24
A new employee starts work. On day one, they don't know who to ask for access, where the regulations are, and what's expected this week. The mentor is busy with current tasks and remembers the new hire every three days. HR asks "how's it going?" a month later—when it's too late to fix anything. Onboarding without a system is a lottery: get a good mentor—the person settles in, get a bad one—they leave during probation.
Onboarding Process Structure
Onboarding is a business process in Bitrix24 that launches automatically when an employee is added to the company structure. The process is divided into stages with specific actions and responsible parties.
Stages:
- Preparation (before start) — tasks for IT to create accounts, HR to prepare workspace and documents, manager to assign a mentor.
- Day one — welcome message in Bitrix24 chat with links: organization structure, knowledge base, first week meeting schedule.
- First week — daily tasks for mentor: conduct office tour, show tools, walk through first work assignments.
- First month — control tasks: mentor completes a feedback form, new hire evaluates the onboarding process.
- Completion (90 days) — final assessment, decision on passing probation.
Onboarding Checklist
For each new employee, a task is created with a checklist—a list of steps to complete. The checklist is generated from a template and depends on department and position.
Example checklist for a Sales Manager:
- Get access to CRM and telephony
- Study product card (knowledge base link)
- Listen to 5 calls from experienced managers
- Do a test call with mentor
- Make first 3 calls independently
- Get feedback from mentor
Checklist templates are stored in Bitrix24 and auto-populated. Different positions have different templates.
Mentor Assignment
The business process automatically assigns a mentor by rules:
- From the same department as the new hire
- Considering current workload — if an employee already has 2 mentees, another is selected
- Manager can manually reassign via the process card
The mentor gets a task with a work plan and deadlines for each stage. Overdue steps are visible to manager and HR.
Knowledge Base Access
On day one, the new hire gets access to a Knowledge Base section in Bitrix24. Section structure:
- General — mission, values, org structure, contacts
- By department — regulations, instructions, document templates
- Tools — how to work with CRM, tasks, calendar, drive
Links to relevant sections are sent automatically to the new hire's personal chat—no need to search.
Feedback Collection
At control points (7, 30, 60, 90 days), the business process sends feedback forms:
- To new hire — what you like, what's in the way, enough info, how do you rate your mentor
- To mentor — how is the new hire progressing, what challenges, recommendations
- To manager — readiness for independent work
Results are saved in the business process card. HR sees a summary of all new hires: who's at what stage, where are the problems.
What We Configure
- Onboarding business process with stages and automatic tasks
- Checklist templates by position and department
- Mentor assignment mechanism considering workload
- Knowledge base structure and auto-distribution of links
- Feedback forms at control points
- Dashboard for HR: onboarding status of all new hires