Online Inductions with Assignar

  • Updated

Run your worker inductions digitally in Assignar, from recording the induction content through to recording a completed induction on a worker's profile. There is no need to waste time and paper on face-to-face inductions when the whole process can be done online.

Before you start

You will use the form builder and custom form statuses. If you are new to these, read Build a Form and Set Up Form Statuses first.

Decide before you start what workers need to watch or read, and what a completed, passing induction looks like.

Here is the full workflow of an online induction, from initial setup through to adding the completed induction to a worker's profile:

How online inductions work

An online induction has two stages. You set it up once, then run it for every new worker or project induction.

  • Stage 1: Set up (once). Record your induction content, build the induction form, set up your form statuses, and test the form.
  • Stage 2: Run it (per worker). The worker completes the induction form in the app, you review it, create the induction record, and add the completed induction to their profile.
     

Stage 1: Set up your induction

Complete these steps once. After that, the induction is ready for any worker to complete.

  1. Record and upload your induction video. Record your induction presentation and upload it to a secure link online (videos are unable to be uploaded into Assignar), so workers can watch what you would normally present in a face-to-face induction.
  2. Build your induction form. Use the form builder (Field Data > Forms > Templates) to build your induction questionnaire. Add the induction video link and any company policies or induction documents from the Documents module as weblink questions so workers can open them while completing the form. If you get stuck, jump on support chat, and our team can help you build it.
  3. Set up a status for specific answers. Form statuses can be applied to an individual question result, not just the whole form. Set up custom form statuses (Field Data > Forms > Manage Statuses) so you can flag a specific answer, for example marking a single question as Failed or Needs Review when a worker answers it incorrectly.
  4. Set up a status for form results. Set up a status for the overall induction result. We suggest a Review status that is applied on submit (set this under Status on Submit in the form's Settings panel), and a Passed or Approved status you apply once you have reviewed the result and it has been completed correctly.
  5. Test submitting the form. Submit a test result yourself before rolling it out. Check that the form displays correctly, the video and document links open, and your statuses behave as expected. The result appears under Field Data > Forms > Form Results.
     

Stage 2: Run the induction for each worker

Once the setup above is in place, this is the process each worker follows and how you finalise it:

  1. Have the worker complete the induction form in the Fieldworker app. Walk them through signing in and submitting the induction:
  2. Review the form result. Open the submitted result under Field Data > Forms > Form Results and check the worker's answers.
  3. Change the status to Passed if completed correctly. If the induction was completed correctly, change the form result status to Passed (or your equivalent status).
  4. Create the induction record. If you have not already, add the induction to your induction list (for example "Company Induction") so it can be recorded against a worker.
  5. Add the induction to the worker's profile. Go into the worker's profile and add the induction so it is recorded against them. If you set an expiry date on the induction, Assignar will track when it is due to be renewed.

Things to know

  • Status on Submit only sets the starting status of a result. You still open each result, review it, and change it to Passed manually.
  • Workers can only complete the induction if the form is Published and they have access to it. If you use Access Permission tags on the form, the worker needs a matching tag on their profile.
  • Creating the induction in the induction list is separate from marking a worker as inducted. You add the induction to each worker's profile individually after they pass.
  • Add an expiry date when you add the induction to a worker so Assignar can alert you when a re-induction is due.
  • You cannot delete a question from the induction form once results have been submitted against it. You can still add new questions.

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