SuccessHUB

SUMMARY
1 How to Access SuccessHub 2
2 Access Position Org Chart 2
3 Recruitment Module 3
3.1 Move the new hire through the steps in Recruitment Module 3
3.2 Offer Approval 6
3.3 Initiate Onboarding 9
4 Moving Employee to Onboarding Module10
4.1 Review & Confirm Details – Post Hire Verification 10
4.2 Status Change - New Employee Step, Signature Step 13
5 Move Employee to Employee Central Module 14
5.1 How to Hire Employee 15
a) Identity 16
b) Personal Information 16
c) Organization Information 18
d) Job Information18
e) Employment Details 19
f) Compensation Information 20
5.2 How to Correct the Workflow 22

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1 How to Access SuccessHub
Access company’s intranet scrolled down on the main page and click on icon.

Following, click on SuccessHub.

You will have access to your Home/ Dashboard.

2 Access Position Org Chart
In order to access the position chart, please pull the job information that has been approved by
the business.
In your dashboard, top of left corner, select Company Info.

Following, select Position Org

Chart and search for the it by
position or people.

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As soon as you find the position, click on the position number. Following, click on icone to
access the position information.

3 Recruitment Module
3.1 Move the new hire through the steps in Recruitment Module
This situation applies if the candidate applied to a position in SuccessHub.

In your dashboard, top of left corner, select Recruiting.

A list with open job requisitions will pop up, please find the job req you are working and click on
number for candidates, under Candidates column.

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Find the new hire name, click on it and drag all the way to Pre-Employment Screening. The
name needs to be dragged to every step with a start * (First Round Interview, Second Round
Interview, Pre-Employment Screening, Offer Approval, Ready to Hire).

In order to move the candidate along, select the candidate clicking on icon.

When moving the candidate on the pipeline, the Move Candidate Box will pop up on your
screen. Please click Apply Updates.

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In order to move the new hire from Pre-Employment Screening to Offer Approval, please click
on the candidate’s Name and complete the fields highlighted in yellow, otherwise, you will not
be able to continue the process.
BG Check Complete?
Reference Check Complete?
Drug and Alcohol Testing Complete?

Please answer Yes to BG check

and reference check. Please, be
informed that the answer about
the Drug and Alcohol Testing can
change depending on the
position.

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Click Save and drag the new hire to Offer Approval.

3.2 Offer Approval

As soon as the new hire profile is under Offer Approval, click on the new hire name, click on
Take Action, Offer and Offer Approval.

Note: This step is mandatory in the system, but the offer is not be generated through
SuccessFactors. The information added here will not be used to create the offer.
Select the option Offer Detail Template and complete the necessary fields.

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Please complete the fields below:
- First Name
- Last name Every case can be different, so
- Email having the offer letter with you
- Work Location as well as the position info is
- Pay Grade necessary to cross check the
- Salary data. In order to access the
position, please follow the step
- Sign on Bonus
by step process on page 2.
- STIP
- Sales Commission Plan
- Guaranteed Sales Commission
- Relocation Allowance
- Parking Stall
- Parking Alloted
- Parking Allowance
- Company Vehicle
- Vehicle Allowance
- Gas Card
- Professional Membership
- Professional Fees
- Eligible for Benefits
- Benefits Start Date
- Benefits Waive
- Job Start Date
- Offer Date
- Vacation Entitlement Days
- Vacation Entitlement %
- # of Shift Hours Worked in Day
- Manager Title
Please add your name on the Approvers section clicking on Add Another and remove list of
people already there, clicking on the garbage bin icon to remove them.

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Click on Send For Approval.

A Confirmation box will pop up, please click Yes.

Then, click Approve.

A Confirmation box will pop up once again, click on Yes.

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Following, click on Back to Candidates.

Move the new hire from Offer Approval to Ready to Hire.

A Move Candidate Box will pop up, please click on Apply Updates.

3.3 Initiate Onboarding

Click on employee’s name to open its information, click on Take Action and Initiate
Onboarding.

A box will pop up to confirm the onboarding, click on Confirm.

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Another box will pop up asking to confirm Onboarding status, click Ok.

You have initiated the onboarding process to the new employee.

4 Moving the New Employee to Onboarding Module
4.1 Review & Confirm Details – Post Hire Verification

Go to the Menu, left corner of the screen, and select Onboarding.

Find employee’s name, the status of the activity should be Post Hire Verification.

Note: please be aware that there are 3 tabs that you can search for the new hire: Onboarding
USA, Onboarding Canada or Onboarding Australia.

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Click on the respective onboarding tab, find employee’s name and verify the information.

Please verify First Name,

Last Name, Start Date, Hire
Date and Orientation Date.
Manually type employee’s
email under the field Re-
enter the new hire’s email.
Click Next.

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Verify if all the fields are
correct, add 0 (zero) on
the field Sign on Bonus
and Sign on Bonus (Copy
value from the field
above) if Bonus does not
apply. Click Next.

Double check the fields and

click Finish.

Review the Review and Approve – Post Hire Verification tabs. Click Next & Finish.

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4.2 Status Change - New Employee Step, Signature Step
As soon as the post hire verification information has been confirmed, an automatic email will be
sent from SuccessFactors to employee. From there, employee will be able to access the new
hire paperwork.
As soon as you confirm the information, employee status will change from Post Hire
Verification to New Employee Step.

When the New Hire completes the paperwork, the status will change from New Employee Step
to Signature Step

Please pass your cursor on the PDF image and from the drop-down menu, open each document
to check if all mandatory fields are completed.

Please create a folder to save employee’s paperwork in our HR drive. The new folder needs to
be created depending on the employee’s status and location. Please see options below.
H:\Personnel Files

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Download new hire paperwork and save it under employee’s file. Click on Submit All
Documents.

A message from the system will pop up informing that you have completed the Signature Step.
Employee’s name will NOT show up under Onboarding anymore. If you would like to double
check the paperwork, select Completed and click on Submit - up right side of your screen.

Select Onboarding USA, Onboarding Canada

or Onboarding Australia in order to find the
new employee. Go to the last page in order to
check the last activities.

5 Moves Employee to Central Module – Hire in SuccessHub

After employee has completed the paperwork, it’s necessary to Hire him/her.
Access your SuccessHub and click on Admin Center.

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Go to Admin Centre and click on Onboarding Pending Hires, under People Issues.

Following, click on Hire.

5.1 How to Hire Employee

Please complete and/or verify the fields and sections below.

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 a) Identity
SuccessHUB

Confirm the fields: Hire Date, Company, Event Reason, First Name and Last Name.

Check and Confirm: Country, National id Card Type, National Id and Is Primary. On Is Primary,
please change for YES. Press Continue.
b) Personal Information

Please confirm/add: Gender, Marital Status, Marital Status Since.

Note: Even if the person is not married, you will have to add a date under the Martial Status
Since field. The orientation is to add the hiring date.

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Check the fields: Email Type, Email Address, Is Primary, Phone Type, Country Code, Area Code,
Phone Number and Is Primary fields. Change the field Is primary to YES in both cases.

Check the fields: Address Type, Country, Address Line 1, City, Province and Postal Code.
Note: If there is an information on the field Address Line 2, please remove and add it on
Address Line 1.

Check the fields: Relationship, Name, Contact Primary Phone and change the Primary field to
Yes. Press Continue.
Before continuing the process, access the position information and have the offer with you.
(Step by step process to access the position on page 2.)

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c) Organization Information

Confirm the fields: Company, Business Unit, Division, Department, Location, Cost Centre,
Region and Timezone.
d) Job Information

Please Check: Supervisor/Manager, Job

Classification, Job Title, Local Job Title, Pay Grade,
Regular/Temporary, Standard Weekly Hours, Is
Fulltime Employee, Employee Class, Is Shift
Employee, Probationary Period End Date, Standard
Hours per Pay and Employee Type fields.

Note: Job Title and Local Job Title should match.

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It is important to highlight that salaried
employees in Canada should be classified
as Exception Hourly.

e) Employment Details

Following, verify: Hire Date, Original Start Date, Vacation Entitlement Date, Eligible for
Incentive Award, First Date Worked, Eligible for Benefits?, Benefits Eligibility Start Date,
Benefits Eligibility Start Date (to be removed), Province/State of Employment, SSO Login
Method, SSO Login Username and Last Hire Reason.
Notes:

 Benefits Eligibility Start Date should match with Benefits Eligibility Start Date (to be
removed).
 Province/State of Employment will determine taxes from payroll, please check
employee’s location.
 SSO Login Method should be filled with SSO.
 SSO Login Username should be 1st letter of employee’s 1st name and last name.

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f) Compensation Information

Please verify the fields: Pay Type, Pay Group, Is Eligible For Benefits, Entitled to company
vehicle, Payroll Company Code, Waive Benefits Period, Start Date for Benefits, Assigned
Parking, Assigned Parking Taxable Benefits Amount, SCP, Guaranteed Sales Commission,
Enhanced Benefits, Enhanced Benefits Dollar Amount, Relocation Allowance, Professional
Membership, Professional Fees, Vacation Entitlement (Days), # Prorated Vacation Days,
PTO/Sick Days, # Prorated PTO/SICK Days.
Notes:

 The field Payroll Company Code please select one option based on employee’s country
location and status (salary or hourly).
 If the employee is entitled to parking, add YES under Assigned Parking field and the
amount 519.75 under the field Assigned Parking Taxable Benefit Amount.
 The field Enhance Benefits is usually used for executive level.

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In order to calculate the Prorated Vacation Days, please access the spreadsheet called
Vac calculation for New Employees Template saved in our drive:
H:\HR General\Recruitment\Offer Letters\Offer Letter Templates

Please cross check the offer letter in order to provide correct information. If the amount is
higher than the amount approved by the business, a workflow will need to be initiated.
Click on Add Details to add employee’s bancking information.

How to complete Banking Details:

Pay Type: Main Payment Method

Payment Method: Bank Transfer

Account Owner: Employee’s Name based on Void check/Direct Deposit Form

Account Number: Based on Void check/Direct Deposit Form

Routing Number: Branch Number or Transit Number based on Void check/

Direct Deposit Form

Bank ID: Institution Number based on Void check/ Direct Deposit Form

Following, click on Continue, and write a message that will initiate the workflow.

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Click on Show workflow participants to check the approvers and if the information is not
correct, please follow the next steps to correct the workflow. Click Confirm.

5.2 How to Correct the Workflow

Go to your Admin Centre by selecting this option from the top left corner, drop down menu.
Type Manage Workflow under Search Tools and click on it.

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Select the option PENDING under Request Status and click Search. Find the workflow that you
have initiated.

Go to Take actions and choose the best option depending on the situation. You can Add
Another Approver, Change Approvers or/and Remove Approvers.
Note: The changes should be done before the current approvers approve the request,
otherwise you will not be able to make changes.
Best Practice: After corrected the workflow, please send an email to the approvers attaching
the offer letter and informing that you have created a workflow in SucessHub to approve the
new hire.

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