1. Module Overview

HR Onboarding Management (technical name: gestiononboardingrh) turns Dolibarr ERP/CRM into a complete employee onboarding and integration solution - with no need for a separate HR onboarding system. It covers the entire new-hire journey: pre-onboarding and employee portal, structured integration journeys and templates, task management across HR/Manager/IT/Admin, document collection and verification, electronic signatures, first-day planning, equipment allocation, user accounts and access rights, training, buddy and mentoring programs, integration objectives, structured follow-ups (7/15/30/60/90/180 days), probation-period management, satisfaction surveys and NPS, decision dashboards and people analytics.

2. Business Objectives

·       Deliver a consistent, engaging onboarding experience for every new hire.

·       Reduce time-to-productivity through structured journeys and automated tasks.

·       Ensure every administrative, IT and compliance step is completed on time.

·       Centralise documents, signatures, equipment and access provisioning.

·       Track integration progress, follow-ups and probation decisions in one place.

·       Measure onboarding quality and satisfaction (NPS) to continuously improve.

3. Target Users

·       Dolibarr administrator - activation, settings, permissions, demo data.

·       HR manager - journeys, templates, tasks, documents, probation, surveys, steering.

·       Manager - team onboarding, first-day program, follow-ups, probation decisions.

·       IT / Admin - equipment allocation, user accounts, access rights provisioning.

·       New employee - portal, pre-onboarding forms, documents, training, surveys.

·       Buddy / mentor - accompanying the new hire during integration.

·       Executive management / auditor - consolidated KPIs and read-only consultation.

4. Pre-Onboarding & Employee Portal

Before day one, the new hire accesses a dedicated portal to complete personal information, upload required documents, discover the company, the team and the first-day agenda, and confirm practical details.

·       Welcome space with company presentation, team and first-day agenda.

·       Pre-boarding forms for personal data and administrative information.

·       Document upload and status tracking before arrival, reducing day-one friction.

5. Onboarding Journeys & Templates

Onboarding journeys (dossiers) group every step for a given new hire. Reusable journey templates and step templates industrialise integration by profile, department, position and contract type.

·       Journey types and reusable templates by role, department and contract.

·       Configurable steps with sequencing, owners, durations and deliverables.

·       A creation wizard instantiates a full journey from a template in a few clicks.

6. Task Management (HR/Manager/IT/Admin, dependencies, automations)

·       Tasks assigned to HR, Manager, IT or Admin with due dates, priority and status.

·       Dependencies between tasks so blocking steps are completed in the right order.

·       Automations that generate and schedule tasks from the journey template.

·       Progress tracking with overdue detection and reminders.

7. Document Collection & Verification

The module centralises every onboarding document (ID, contract, certificates, banking details, forms) with collection status, verification workflow, reminders and secure storage in the Dolibarr GED/ECM.

·       Required-document checklists per journey, profile and contract.

·       Verification workflow (requested, received, checked, validated, rejected).

·       Automatic reminders for missing or expiring documents.

8. Electronic Signatures

Documents requiring a signature (contract, charters, policies) are tracked through an electronic signature workflow with signer, request date, status and signed-document storage.

·       Signature requests linked to the relevant onboarding documents.

·       Status tracking (pending, signed, refused) with audit trail.

·       Signed documents archived in the GED for compliance.

9. First-Day Planning

A structured first-day program schedules the arrival: welcome, HR and IT appointments, workstation setup, team introductions, tour, lunch and key meetings.

·       First-day activities with time slots, owners and locations.

·       Coordinated agenda shared between HR, manager and the new hire.

·       Checklist ensuring nothing is forgotten on arrival.

10. Equipment Allocation

·       Equipment catalogue (laptop, phone, badge, keys, uniform, tools).

·       Allocation records per new hire with status, serial number and return tracking.

·       Coordination with IT/logistics so equipment is ready for day one.

11. User Accounts & Access Rights

·       Provisioning of user accounts and business-application access for the new hire.

·       Access & authorisation records (systems, applications, physical access, badges).

·       Status tracking (requested, granted, active, revoked) for security and offboarding.

12. Training Management

·       Training catalogue with objectives, format, duration and target audience.

·       Onboarding training enrolments per new hire with status and completion tracking.

·       Mandatory/compliance training coverage as part of the integration journey.

13. Buddy & Mentoring Programs

Each new hire can be paired with a buddy or mentor to accelerate cultural and operational integration.

·       Buddy/mentor pairing records with roles, period and objectives.

·       Follow-up of the accompaniment throughout the onboarding.

·       Support for knowledge transfer and social integration.

14. Integration Objectives

Integration objectives define what the new hire should achieve during the onboarding period, per milestone.

·       Objectives by period with target, owner and success indicator.

·       Progress tracking against the integration timeline.

·       Basis for probation-period assessment and decisions.

15. Employee Follow-Ups (7/15/30/60/90/180 days)

Structured follow-up points at 7, 15, 30, 60, 90 and 180 days verify that integration is on track, collect feedback and trigger corrective actions when needed.

·       Scheduled follow-up points with owner, checklist and feedback capture.

·       Status and satisfaction recorded at each milestone.

·       Alerts when a follow-up is due, overdue or flags a risk.

16. Probation Period Management & Decisions

·       Probation periods with start/end dates, duration and renewal rules.

·       Assessment linked to integration objectives and follow-up feedback.

·       Probation decisions (confirm, renew, extend, end) recorded with justification and dates.

17. Employee Surveys & NPS

Satisfaction surveys measure the quality of the onboarding experience and compute an onboarding NPS.

·       Survey templates dispatched at key milestones of the journey.

·       Response collection with scoring and NPS computation.

·       Analytics on satisfaction drivers to improve the onboarding process.

18. Dashboards (Onboarding Journey Command Center)

The dashboard - "Onboarding Journey Command Center" - centralises the onboarding activity around key indices (active journeys, on-track rate, task completion, document/signature status, satisfaction/NPS).

·       KPIs: new arrivals, active journeys, completed vs. overdue tasks, documents to collect, signatures pending, equipment/accounts to provision, trainings to complete, follow-ups due, probation decisions upcoming, average satisfaction and NPS.

·       Charts: arrivals over time, journeys by department/contract, task completion trend, satisfaction and NPS evolution, probation outcomes.

·       Operational widgets: tasks overdue, missing documents, pending signatures, follow-ups and probation decisions due this week.

19. Reporting & People Analytics

A reporting menu with multi-criteria filters produces standard onboarding reports, exportable to HTML/CSV and printable, with room for scheduled reports.

·       Reports: arrivals, by department, by contract type, tasks, equipment, trainings, probation periods and satisfaction.

·       People analytics on time-to-productivity, completion rates and satisfaction drivers.

20. Integrations (Users, Third parties, Agenda, Projects, Products/Stock, GED)

·       Users & contacts (new hire to Dolibarr user), third parties (agencies, training bodies).

·       Agenda (first-day agenda, follow-ups, probation deadlines) and Projects/tasks for onboarding steps.

·       Products/Stock for equipment allocation and GED/ECM for documents and signed files.

21. Security & GDPR

·       Granular server-side permissions per functional domain (read/write/delete/admin).

·       CSRF protection, input validation, prepared queries / secure Dolibarr methods, XSS protection.

·       Audit logging, entity isolation and GDPR-aware handling of personal onboarding data.

22. REST API

A secured REST API exposes the onboarding domain under base URL /api/index.php/gestiononboardingrh/... , respecting permissions and returning JSON with pagination, filters and sorting. Authentication uses the Dolibarr API key (DOLAPIKEY) and every endpoint enforces server-side rights checks.

·       GET onboardings, GET onboardings/{id}, POST onboardings.

·       GET tasks, PUT tasks/{id}/complete.

·       GET documents, GET equipment, GET trainings, GET probations, GET followups.

·       GET notifications, GET dashboard/kpis.

23. Demo Data

A one-click seeder generates a realistic, coherent and fully demo-tagged dataset (journeys, templates, steps, departments, positions, equipment, trainings, survey templates, first-day activities, integration objectives, buddy pairings, tasks, dependencies, documents, signatures, equipment allocations, user accounts, access rights, training enrolments, follow-up points, probation periods and decisions, survey responses, communications, notifications and alerts). A secured purge removes only demo-tagged rows, preserving real data, in dependency order.

24. Technical Architecture

The module follows Dolibarr conventions strictly and never modifies core files.

·       27 business objects as CommonObject classes with dedicated tables (llx_gonb_*), entity-aware and demo-taggable.

·       A generic list/card engine with column selector and multi-criteria filters.

·       SQL install scripts with schema self-heal (gonbEnsureSchema) that reconciles missing tables/columns on load.

·       Module descriptor, top & left menus, granular permissions, REST API and demo-data seeder.

·       Translations in 5 languages (fr, en, es, it, de).

25. Installation

·       Deploy module_gestiononboardingrh-1.0.zip via Home > Setup > Modules > Deploy external module.

·       Or copy the gestiononboardingrh folder into htdocs/custom/ then enable it.

·       On activation tables, menus and permissions are created and demo data is seeded automatically.

26. User Roles

·       Administrator, HR manager, Manager, IT/Admin, New employee, Buddy/mentor, Executive management, Auditor (read-only).