Employee Onboarding Knowledge Base

Jira Cloud Plugin · v3.5.0
Jira CloudForge PlatformISO 27001 ReadySOC 2 CompatibleGDPR Compliant

Complete documentation for managing employee onboarding, offboarding, and transfers with structured workflows, Jira integration, and compliance tracking.

Getting Started

  1. 1

    Install from Atlassian Marketplace

    Find Employee Onboarding on the Atlassian Marketplace and install it to your Jira Cloud instance.

  2. 2

    Open the Global Page

    Access the plugin from the Jira top navigation bar under Apps > Employee Onboarding.

  3. 3

    Create Your First Template

    Build an onboarding template with steps for IT Setup, HR, Security, Training, and Manager tasks.

  4. 4

    Start an Onboarding Workflow

    Create a new workflow from your template, enter the new hire details, and set the start date.

  5. 5

    Track and Complete Steps

    Assign steps to team members, track progress in real time, and mark steps complete with evidence.

Setup

Workflow Templates

Design structured step-by-step templates for every employee lifecycle event. Each template defines the tasks, assignees, categories, and timelines that get copied into a live workflow when you onboard or offboard an employee.

Onboarding Templates

Pre-built templates for new hire onboarding with 15+ steps

Offboarding Templates

Structured exit workflows for access revocation and asset return

Transfer Templates

Team-change workflows for equipment swap and access updates

Drag-and-Drop Editor

Visual step ordering with category and assignee configuration

Department Scoping

Scope templates to specific departments, roles, or locations

Template Cloning

Clone and customize existing templates for rapid setup

Operations

Live Workflows

Create live workflow instances from templates for each employee. Track step completion in real time, manage assignees, and monitor progress across onboarding, offboarding, and transfer events with full audit trails.

  • Onboarding, offboarding, and transfer workflow types
  • Real-time progress bar and step tracking
  • Per-step status: Pending → In Progress → Completed
  • Assignee management per step
  • Evidence notes and completion timestamps
  • Lifecycle states: Pending, In Progress, Completed, Cancelled
  • Categorized step view with filtering

Live Workflows — Screenshot

Organization

Step Categories

Structure workflow steps by category so the right teams handle the right tasks. IT Setup, HR Administration, Security, Training, Facilities, and Manager categories ensure nothing falls through the cracks.

I

IT Setup

Laptops, email accounts, software licenses, VPN, dev tools

H

HR Administration

Contracts, payroll setup, benefits enrollment, emergency contacts

S

Security

Background checks, NDAs, security training, badge access

T

Training

Orientation, compliance training, tool training, buddy assignment

F

Facilities

Desk assignment, parking, building access, key cards

M

Manager

Welcome meeting, goal setting, team introductions, expectations

Integration

Jira Integration

Leverage your existing Jira projects for high-visibility onboarding tasks. Auto-create Jira issues from template steps, sync completion status bidirectionally, and provide full onboarding context directly within Jira issues.

  • Automatic Jira issue creation from template steps
  • Bidirectional status sync (Done = step completed)
  • Jira issue panel with onboarding context
  • Map step categories to Jira projects
  • IT Service Desk ticket creation
  • Training project task creation
  • Link back to onboarding workflow from issues

Jira Integration — Screenshot

Cross-Plugin

Asset Provisioning

Connect to the IT Asset Manager plugin via Forge WebTrigger API. Search and assign equipment during onboarding, track returns during offboarding, and maintain a unified record across both plugins.

Inventory Search

Search ITAM inventory directly from onboarding workflows

Direct Assignment

Assign equipment from the Assets tab within the workflow

Offboarding Returns

View and record asset returns during offboarding

Dual Record Keeping

Both plugins maintain synchronized assignment records

WebTrigger API

Secure shared-secret authentication between plugins

Three-Step Setup

Enable integration, configure URL and secret, test connection

Automation

Automation & Scheduling

Let scheduled triggers keep workflows on track. Automatic workflow activation on start dates, overdue step reminders, and configurable notifications ensure nothing slips through the cracks.

S

Start Date Checker

Hourly trigger auto-activates workflows on employee start date

O

Overdue Reminder

Daily scan flags overdue steps and sends notifications

N

Notification Engine

Configurable alerts for step assignments and completions

A

Auto-Start

Workflows automatically transition from Pending to In Progress

O

Overdue Dashboard

Central view of all overdue steps across workflows

E

Email Notifications

Step assignment and workflow completion email alerts

Compliance

Compliance & Audit

Every workflow action is logged immutably. Track who completed what, when, and with what evidence. Map directly to ISO 27001, SOC 2, GDPR, HIPAA, and NIS 2 controls.

A

Audit Log

Immutable per-workflow log with timestamps and user details

E

Evidence Capture

Attach notes and evidence to security-sensitive step completions

C

Compliance Mapping

Map workflow steps to framework controls (ISO, SOC 2, GDPR)

E

Export Reports

Export audit logs and compliance reports for external auditors

Administration

Settings & Configuration

Configure the plugin from a centralized Settings page. Set company defaults, map Jira projects to step categories, connect the IT Asset Manager integration, and customize notification preferences.

G

General Settings

Company name, default template, and workflow auto-start behavior

J

Jira Projects

Map step categories to Jira projects for issue creation

I

ITAM Integration

WebTrigger URL, shared secret, and connection testing

N

Notifications

Configure notification preferences per event type

Compliance Framework Mapping

See which compliance controls this plugin helps you satisfy.

FrameworkControlHow Plugin Helps
ISO 270016.1 ScreeningTemplate step for background checks with evidence tracking
ISO 270016.2 Terms & ConditionsStep for NDA/contract signing with completion audit log
ISO 270016.3 Security AwarenessTraining steps with completion tracking and due dates
ISO 270015.18 Access RightsOnboarding: provisioning steps. Offboarding: revocation steps
SOC 2CC6.1Access provisioning with full audit trail
SOC 2CC6.6Access revocation during offboarding with verification
GDPRArt 32Security training during onboarding
GDPRArt 17Data handling procedures during offboarding
HIPAA164.308(a)(3)Workforce security — access management during hiring/termination
NIS 2Art 21.2(i)Human resources security and access control policies

Frequently Asked Questions

Can I onboard multiple employees at once?
Yes. Create separate workflows for each employee, even using the same template. Each workflow is independent and tracked individually.
What happens if I change a template after creating workflows from it?
Existing workflows are not affected. They keep the steps they were created with. Only new workflows will use the updated template.
Can different people complete different steps?
Absolutely. Each step can be assigned to a different person or team. Manager, HR, IT, and Security teams all work on their respective steps.
Does the plugin create Jira issues for every step?
No — only for steps where you enable "Create Jira Issue" in the template. Simple checkbox steps stay within the plugin UI.
Is the IT Asset Manager plugin required?
No, it is optional. The onboarding plugin works independently. ITAM integration is a bonus for organizations that want to link equipment provisioning to their onboarding workflows.
Can I use this for contractor onboarding?
Yes. Create a "Contractor Onboarding" template with relevant steps — NDA, limited access, equipment loan with return date.
How do I handle a rescinded offer?
Cancel the workflow. This stops all steps and adds a "Cancelled" entry to the audit log. Any auto-created Jira issues remain for cleanup.

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