Very welcome to this build with us. So anyway, welcome. And, uh, today we're going to talk about H.R. And onboarding and stuff -like that. Right. -Yeah. So let's open up this thingy in big screen mode. And so today we're going to look at the personnel directory and how we can create an individual onboarding onboarding plan for each employee. Just to mix it up we decided to show you everything with monday.com native functionality for this one instead of using any of the help apps. Uh, just to show you how you can do it, because you can do most of it natively. It just gives means a little more admin work with each employee, but I will show you all of it. So I've actually, uh, done some preparations. So I've created a small template just for, to, to have something to start with. Right. So let's uh, first of all, let's clear all of this. Uh, this was when I was playing around earlier. So this would be the onboarding template, a template for when a new employee comes to we, we hire a new employee and we need to do certain stuff. Right. So what I've done I've done a group for pre start and one post start because some of the stuff we need to prepare in advance, like ordered a computer or a cell phone, we need to add a user to the Active Directory and so on. And some things we want to do after they have started a job of course. Right. I've pre assigned all the people that from the IT department and from everyone. So so they always will know what they're working with. This time of year is just for sorting, so it's not important at all in that sense that this status here I'm currently working with planned activities ongoing, done, not started and delayed. Delayed is really important. I'll show you later why. And then we have a date column. Obviously we set all this up as deadlines. We have a dependency and we want to make this smart so we can make everything dependent on the start date. Right. So that's what we have done. So all the dependencies are going to this individual start date item. We also do have a few help columns that are only here to support us. So we're going to obviously make a new board view with a new table and hide some of these columns. I have one column that we just can't call count. The item default value is filling that out as one, right? So every time I add a new item we have a one here. If I mark a status as done it will count here. So that's why what I checked earlier it will count as done. I also have made a pre start done and a post start done just in case we want to see the differences. So that's the same thing. Because what we're doing then is we're doing a we're checking the status. So if face blah blah blah then put the done status in here. Same with delay. If the status is delay put a one here. So it's quite simple. Um, we want to allow uh, managers and HR people to make individual items in this board as well. So I actually have when an item is created in this group set the status to post or pre start. Right. That means that if I add new item, this one will automatically be tagged with the correct uh face. Uh. You know how it is with the delays. Yes. Especially when you're broadcasting. Mhm. Uh, we also have a dependency on the date column. So if we move the start date all the other dates will be moved accordingly. We have a one last automation. That's when date arrives. And only if status is is not done. Set the status to delay. So we can then automatically get information about the delayed activities. Mm. All right. Well, there we go. Always when you're showing something. Right. Let's delete that one. -Cool. -That's usually the case. Look at -this. -So. Let's make the default view. Let's set this as default. And then let's go in and hide all of these help columns. Right. Dependent on, we can hide it as well. So this is a really nice, tidy little, uh, let's move. Let's keep this in case we have some breakdowns here. And that's all. That's all we need, right. The template is done. The default view is the is the default view. But uh let's start creating our personal directory. Let's add a new person board. The person obviously knew board. You know the drill. Let's just delete and clean it up. So a personnel directory, obviously it can include whatever columns you guys want to have in the personnel directory. Right? Uh. All right. So that's me, right? Thomas Karlsson. Uh, obviously, what I want now, I want a status column. Let's call it workflow. And we want a. Uh, we want one more. Uh. Let's just call it business as usual in this case, right? Cool. Uh, we need some kind of information on an employee for this. In this example, that's just you. Uh. You know what, guys? Every single company has a different kind of information. You're running on an employee, right? So department salary, contact information. That's not what we want to focus on today. So that's something that you will be, uh, be working on on your own. Right. So what we will be doing is, uh, we will be issuing a connect to board column. Uh, there like that, and we will be mirroring stuff later on. But, uh, first of all, let's build a first automation. When? A status changes to something. So when the workflow changes to onboarding, then. Oh, I think we actually need to do the fixed. Uh. There we go. So that's the one. So when workflow changes to onboarding, -create a new board. -From a template. Oh, yeah, and you know what, guys? We didn't make our template to add to our template. So let's do that to begin with. More actions save as templates. Let's go back here. Let's go in and find that. Create board. So when workflow changes to on board, create a new board based on the template onboarding template. And let's call it. And item name. Right? So it will be onboarding that person. The person. Exactly. Uh, let's create it as a main to begin with. Let's see what advanced we have. So we have the ability to set it in in the correct, uh, uh, build with us and the folder would be in charge. So don't forget that so it doesn't get created. A bunch of private, uh, personnel boards in the main workspace. Right. Done. And then we want to notify. Uh. Okay. And, uh, in this case, we can notify ourselves. We can notify. Uh, actually, let's notify board subscribers, because that will be the relevant persons in this case. We can obviously have a person call them with manager. Uh, so that could also be it. Right? Uh. Manager. And in that case. Let's notify that person column instead. Manager. Cool. So obviously I'm going to be myself here. So let's let's see how this will work now. So. On board. There we go. Onboarding. Thomas Karlsson created. Right. Boom. And there you got your notification as well. Yeah. And this is based on everything I got my notification it based on my clock and everything. So that's nice. All good. So how do we make this work now? So what we do, we always have to go in and select a board. And on select onboarding of Thomas Karlsson as a connector board, we need to do the create two way connection right. And then connect boards. Let's mirrored that later. So. Pro tip. Don't start linking from here. Go to the the onboarding board. You did insert a reverse link. So the link to the personnel directory. Select the first one. Hold shift. Select the last one and then let's select -Thomas Karlsson. Right. -Otherwise, there's going to be a lot of clicking on your end, because your template is probably going to be longer -than this one. Yes. -Now something really nice. We go into the item default values. We scroll down to link to personnel directory and we click Thomas. So now whenever we add a new item that item will also be connected to the to the personnel directory to Thomas Karlsson's onboarding, which. Is a bloody awesome feature. Yes. So this is what I talked about earlier, Fredrik, that, uh, how you could more or less automate this. So you need to make the connection to the board manually. You need to link the items in the template, and you need to add item default values. From now on, everything is automated. Just like if you would have installed the roll up multiple boards or anything like this. So this is the mode. This is the things that you're saving, uh, by by using some of these help apps. But, uh, yeah. And we got that nice little, uh, visual bug today. Perfect. Let's, uh. Let's add some more columns while we hope this sorts itself out. So I want to link from this board. I want to link my account right some. Uh, let's duplicate this, uh, two times. This is done, and this is delay. And let's make sure that we do those mirrors. So this would be done column. Sum that up and this would be the delay column. All again, those are the formulas that we were going with. So. Let's, uh, let's just do this manually for now. Uh, this is something that sometimes can happen with the caching in the batch items. It's very rare nowadays. So it could be that it's actually because of my sharing. So I have ten items. Sirup, the modern sirup them are delayed. So let's go into the Thomas Karlsson's board and let's mark two of them is done. And let's mark this one as delayed. Also remember that automation we were talking about. So if I change the start date all of the other dates will change accordingly. So. I'm sorry I'll sort a cell phone later on. -Hmm. -No. I'm the delayed party I -saw. -Yeah, yeah, yeah. -I sold the cell phone later on. -So we have ten items. Two are done. One is delayed. Right. So now let's build some smart formulas. Let's do Do divide by count parentheses around that. Right. And then let's multiply it by 100. And now we should get a percentage value. Let's add a little percentage symbol. So we are now. Right. That's what we call it. Really long, um, column headline. And then we want to make a formula for, um, for the delayed because I want to use the amount of delays as a way of giving yourself a rag status. Right. So let's take the, uh. If. Delay equals one. Right then. Right. Yellow. Let's do it all in caps. Otherwise what happens? Well, we we need to have a we need to have another, uh, value. Uh, so we need to if. Delayed is bigger than. One. Make it red. Otherwise. Green. So and let's let's start the onboarding here on those two guys as well. All right. All green when nothing's happening. There we go. So onboarding of Fredrik. Let's go in here and say setting customize connect more boards. Onboarding. Fredrik great to work connection. You connect ports. And Gustav is also created. So you see, this is what we have to do all the time. And also keep in mind that we will hit the connect to board limit most likely. Uh, so once the onboarding is done, we most likely want to disconnect those boards of the of the ones that we're no longer using. Uh, for the sake of it, let's use this one now so we don't run into any problems. I'm glad I only did ten items in the template right now. I could have been fun if you had, like, a real onboarding plan with like -25 or 50 of them. -Yeah, but now I'm linking them to Thomas, so that's not. That's no good. So you need to pay attention obviously what you're doing here. So with good stuff let's link it to him and not to Fredrik or -Thomas. -It can be really funny -otherwise. -Yeah. So you're not doing any good. Oh, no, I'm doing fine. Fredrik. So that's that's it. But now I. I'm sorry. I need to go in here and uncheck all of these because I messed up. I forgot to change the board of course. And here's the use case for RMB I guess. -Yes, yes. -I think that RMB quality of life thing is definitely worth it. But I also yeah, sure that we included something not RMB, right? Yeah. So Fredrik let's do one. And let's do free delays for you to just to, uh, I don't know, just to reflect. -It's. -And let's be done here. So we have some differences. And let's go back into the personnel directory. You see we have all the different duns different percentage of onboarding done. And we have one yellow, -one red and one green. -Cool. Obviously like I said we'll have a bunch of additional columns with all the relevant personnel things that we don't really. I mean, that's proprietary. What department, country office, team, salary, position, you name it. Tax rates, whatever, you name it. Yeah. And and you know how you know how the column center works, right. So use the relevant columns. Now let's make sure that we add a new table. Let's call it onboarding to begin with. This is then the status will be everything that's onboarding save as this view. Because we only want to watch the onboarding people. Let's hide. The. Formula delay, delay, delay and onboarding process. Let's keep that. We don't need that mirror column at all. Uh, yeah. And then don't forget to hit -save to this view. -That's not. -My specialty. -Um. I just want to do one, uh. -Rag. Right. -That's right. Cool. So. What we can do now with the conditional formatting. We can use it to say, uh, onboarding progress is greater than, let's say, if it's smaller than 20%, let's make it, uh, read. Right. Ten here. Right? Um, let's add a new. Let's make a yellow. Uh, when the onboarding is. Smaller than 50%. And now you're going to see something interesting. 10% got read as -well. -Or yellow. Yeah. Yes or yellow. Yeah. That's that has to do with the order. So you need to make sure that you, uh, when you're using the less than you have the biggest number in the top and the smaller number in the -bottom and. -Yeah, and it's in reverse. Right when you -go greater. Yeah. -Exactly. But just play around with it. It will be instant feedback and then we'll do add uh when. Let's make light green. If. Onboarding is more than 49. And then let's make sure it becomes even greener. Uh, with, uh, if it's above. Or equal to. 80. And let's make a final one. -Super green. -Done. -Right. -So let's jump into Gustav's. Quick. Right. Quick, quickly, and let's make some. Done and, uh. Done. Personnel Directory. 80% more green. And now let's finish Gustav off here with his onboarding. It went smooth as -hell. -Yeah, that was smooth sailing. That was smooth sailing. Definitely. Thank you. Um. I forgot to press save to view and look at that. Never happened before. -What time today? -Here we go. And now you see, it's 100%. That's it. Cool, right? Um, another way of playing with this is. We can actually do. Uh. Read. When ro. And then let's do our rag. Is. Read. And then let's make a new one. Because this could still be, uh, different. Right then. -Yeah. -Then the percentage bit percentage is just there to help us to understand. And then let's change that to a row. Uh, condition. And then let's make sure we make a nice little green one. I'm so used to monday.com always scrolling on it's own up to blue green. Save to view. We have one yellow, one red, one green based on the delay statuses. So Fredrik is delayed because there's a bunch of the late statuses. So let's go in and double check this. Let's mark them as done in theory. Now he should show up -as yellow on the personnel directory. -Oh yes it worked. That's a cool way of doing, uh, rag coloring. Uh, right. Yeah. And uh, I mean, coloring is always a great option because it goes basically to how our brains work as humans. Uh, we tend to recognize we are ridiculously good at patterns and therefore alter coloration while we're not as good with text and numbers, actually. So this will really pop everything out for you. So you will much sooner notice, uh, big red row when you have delays rather than, yeah, it's delayed or it's red over there. So it's a good way to make sure you're on top -of things really. -And it's just in the in that view. So each view has its own conditional colorings. -Right. -Yeah. Which is always good because then you can use it for multiple purposes, depending on -the view. Mm. -Oh. So we got a question in the chat. If there's any way to get these board templates from us. I mean, to be honest, this board template is is quite simple. Uh, it's hard to without building an app. It's actually hard to transfer to them. But we have shown you everything. I've shown you the automations. So if you would just go click on each formula. So then we can just see the formulas. Yes. So let me do that very carefully. So if the status is done quotation marks when you're quoting text in statuses write a one. Otherwise zero. Same thing with this one. We haven't even used these ones. Uh, so that's also something cool that we can do. We could, uh, look at them independently and say, are we done with all the pre start preparations or are we done with all the post start preparations? Because I could go as far and start comparing the pre start uh activities to the start date and then have the Rag status -based on that. So we can go. -And you can even go and nuts and say the delay is a pre start delay or a post start. So yeah really do have some fun with it guys. So this is again you know when we do this we're trying to keep it as basic as possible to get inspiration. And then I would love to see how far you guys bring it. So I've gone through all the all the formula columns now and then. Uh, let's look at the automations again. When an item is created in one group, set the status to that group. Just because we're using that status as a part of the formula. And we don't want to, uh, be dependent on people also changing the status in case they forget. So that's why we have that automation. Adjust the date of an item reflecting the change made it a date of its dependencies when they derived, and only if status is done set the status to, -uh, delayed. -Yeah. And that should probably be one thing on that automation. That should probably be the day after the day it arrives, right? That's all. -It could be. -Depending. -On actually. -Done on the same day, because I really want the rag status flag. It has higher priority than having an accurate delay thing. So if if you have three things that needs to be done today and they're still not done, I want it to become red because I want to drive attention to it in this example. But otherwise you're absolutely right. Normally you would do one day after or something like that. Uh, the delay in this case, we could just call it a flag, and we could actually do one day before the deadline as well. Just to be super clear with, uh, with the flagging. Right. -Yeah. -There's some urgency here, boys -and girls. Yeah. -Um. And. Yeah. And don't forget the presets for, uh, the, uh, uh, items as well, right? -Yeah. -So you want to add in that count should be automatically put as one and so on. So yes. So you go in here in the counts. Um, and then you just pick a random start date and create all the other activities in according to that start date. We actually haven't seen this in action. So let's go into Fredrik's, uh, plan here. And let's say instead of June 1st, he will actually start working on April 18th. And you see all the other dates are now being changed accordingly. -Perfect. -And. And yes, we can. Uh, let's say we want to add a mirror and let's add in, uh. The the date earliest to last o. And we can see our the onboarding is going, uh, timewise as well. Right. Yeah. Exactly. Uh, and, uh, as you said, Thomas, of course, this shouldn't only be onboarding. So bring on all your personal or staff information here. Yeah. So in Sweden we have something called basically tax lawyers, which basically gives you the the amount of tax you as an employee should pay for your stuff. That should probably be inserted here in the file column and stuff like that. The salary should be probably been here, uh, the closest contact. So family if someone gets sick or gets hurt at work, you want to store their emails or phone numbers, preferably probably all that stuff. Just go in there and then use the views also to divide those into sections or even item cards. Right. So you can get like the staff card, uh, to have everything nicely segmented for you. So the item card that, uh, Fredrik is talking about, um, add additional widgets to get the information you need. Uh, obviously you need an, uh, you do an off boarding table, so you tie the off boarding at, uh, that as well. Once you create the personnel boards, you can always make sure to change them to private. Right. And then make sure that you invite the actual manager and you invite the employee to the board. Uh, so you can actually have a joint onboarding with them in the board. Exactly. And as well as other, um, other stuff as well. And if you're on an enterprise account level, you can also put like in it specific stuff in there and uh, uh, not show them with board permissions, basically. Yes, to the end user, but uh, the sort of things you at it should do for this person's off boarding and then you don't have to show them, uh, those tasks for um, to, to them -user as well, so to speak. -But yeah, this is uh, I, this is right now we use this technology or this setup for onboarding. But like we said, this could just as well have been a project with a project overview. Uh, the principles are just the same. So, um, please, please, please think about the tools that we are providing as tools that you can apply to, uh, several situations. -Yeah. -I, I guess that's the main point through this whole series. These are principles that you can use. So don't think that they are use case specific. Uh, have a think. How could I apply this to the rest of my business? Because it's basically the same modules, the same automations, the same everything that we are reapplying into different scenarios. And you should, um, can do that yourselves. Thank you so much for coming tonight. And don't forget, if you are watching this, have found this on YouTube where it will be shown in a few days. Uh, remember to subscribe to our newsletter and you will get a notification on when our next webinar is up. Or subscribe to our YouTube channel and make sure you don't miss anything. 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