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What new starters see when they log in

employee Last updated 26 April 2026

When a new employee is added to Your HR Toolkit with Onboarding status, the platform sends them a welcome email with a sign in link. After they set their password, they land on a guided portal that walks them through everything they need to do to get set up.

This article describes that experience from the new starter’s perspective.

The welcome email

Before their first day, a new starter receives an email from the platform. It includes:

  • A brief welcome message from the organisation
  • The platform sign in link
  • A button to set their password

Depending on how the organisation has configured their onboarding workflow, they may also receive emails:

  • A week before their start date (pre-start)
  • The day before their first day
  • On their first day
  • A week into the role
  • A month into the role

These are pre-built into the standard onboarding flow. Their HR admin can customise the timing and content for their organisation.

First sign in

After clicking the welcome email link and setting a password, the new starter lands on the onboarding portal. The portal:

  • Welcomes them by name
  • Shows a progress indicator across the steps they need to complete
  • Lets them work through the steps in order, or jump to whichever they want to start with
  • Saves their progress as they go, so they can leave and come back

What they’re asked to do

The standard portal flow walks through:

  • Personal details. Confirm contact information, address, emergency contact.
  • Tax File Number declaration. A digital version of the ATO TFN declaration form. Stored encrypted.
  • Superannuation. Choose their super fund (or accept the organisation’s default).
  • Bank details. For payroll deposits.
  • Contract. Read and electronically sign their employment contract.
  • Policies. Read and acknowledge any policies the organisation has assigned for new starters (Code of Conduct, WHS, etc.).
  • Onboarding tasks. Anything else the organisation has set up. This often includes things like uploading proof of work rights, completing initial training modules, watching welcome videos, or filling in a team introduction form.

The exact list depends on the organisation’s onboarding workflow. Some items are required to finish onboarding; others are optional.

Saving and resuming

The portal saves progress as you go. If you close the tab or run out of time, sign back in and the platform takes you back to where you left off.

You can also open and close individual steps without losing what you’ve filled in. Useful if you need to go check a document before continuing.

Reaching the end

Once all the required steps are complete, the new starter clicks a finish button to mark onboarding done. The platform:

  • Notifies the HR admin team that they’ve completed onboarding
  • Unlocks the rest of the platform (dashboard, leave, policies, etc.)
  • Hides the onboarding portal from their sidebar

The new starter is now a regular user with a fully populated profile.