Open the employee onboarding editor
Open the onboarding editor under Settings > Employee fields to customize the flow for your new employees. Onboarding is the flow a new employee goes through after the invitation: they set a password and then complete their profile.
Go to Settings > Employee fields > Views.
On the Employee onboarding card, click Go to view.
A view defines which fields appear in an area. The Employee onboarding card shows the number of steps, the total number of fields, the estimated fill time, and the date of the last edit.
The editor opens in full screen. The Onboarding steps are on the left and the Live preview is on the right. Above the steps, you see the number of steps, fields, and required fields, plus the estimated time, for example ~8 min for employees.
Note: If you have a Connect v4 or TAA+Admin plan, you can change every setting in the editor. If you have a different plan, the editor is read-only and shows upgrade notices. Your employees then keep going through Kenjo's default steps.
Customize steps in onboarding
You can add, hide, and delete steps, reorder them, change titles and descriptions, and set the language. A step is a question or task in onboarding with a group of fields. In the mobile app, each step is its own screen.
Add a step: Click Add step at the bottom of the list.
Change the order: Drag the step by the handle with six dots on the left.
Hide a step: Turn off the Visible switch of the step. The step then shows Not visible and doesn't appear in your employees' onboarding.
Delete a step: Delete steps you don't need. You can bring back a default step with Restore default step [CHECK].
Expand and collapse a step: Click the arrow on the right of the step to show or hide title, description, and fields.
Change title and description: Select the language above the steps (German, English, Spanish, French, Italian, Dutch) and enter Title and Description (Optional). Without a title, the editor shows the message "Give this step a title"
With Restore default text, you reset the default texts. Kenjo translates default steps automatically.
Translations: If you change a title or description, employees with a different language see your text until you add a translation for their language.
Customize fields
In each step, you decide which fields employees fill in and which of them are required. A required field is a field the employee must fill in. As long as it's empty or invalid, they can't move on to the next step.
Expand the step where you want to change a field.
Click Add field and choose the field from the list. The list contains standard fields and your custom fields.
Before you can add a custom field, you need to add it under Settings > Employee fields > Fields .
Drag a field to its new position to change the order.
Click the cross on the field to remove it. The employee then no longer sees the field.
Select the checkbox in the Required column to make filling it in mandatory.
Add custom field
Add a custom field if the field you want doesn't exist yet. You can then add it to any step, including default steps.
Go to Settings > Employee fields > All fields. The table shows all standard and custom fields with Category and Type. In the Onboarding column, you see in which step a field appears and whether it's Required. Use Filter to narrow down the list.
Click Add custom field and create the field in the side panel. There you can also view and delete custom fields.
Edit the welcome text
Edit the welcome text in the first step of the onboarding editor, the Custom step with the note Editable text – not numbered.
The welcome text is the message your new employee sees at the start of onboarding.
Go to Settings > Employee fields > Views and click Go to view on the Employee onboarding card.
Expand the first step, Custom step.
Enter Title and Description (Optional). To add other languages, select the language above the steps.
If you don't have a Connect v4 or TAA+Admin plan, you can't edit the welcome text. Your employees then see Kenjo's default text.
Check the preview and fill time
Use the live preview on the right of the editor to check what your employee sees, and keep an eye on the estimated fill time. The preview shows the selected step and updates immediately when you change fields, order, or texts.
At the top right of the Live preview, switch between Mobile and Desktop. When you start adjusting fields, the mobile preview is selected first.
Select the language above the steps to see the texts in that language.
The preview doesn't show fields that no employee can edit.
If your plan includes neither Connect v4 nor HR Admin, the mobile preview is marked as premium and can't be selected.
The fill time is the estimated time an employee needs for the whole onboarding. The editor shows it above the steps, for example as ~8 min for employees. Every new step increases it, and every removed step reduces it.
Understand how plans affect customization
Onboarding customization is included in the Connect v4 and HR Admin plans. Without one of these plans, you see the editor in read-only mode, and your employees go through Kenjo's default steps. If you don't customize onboarding, Kenjo asks for the existing fields in the existing order.
Feature | With Connect v4 or TAA+Admin | All other plans |
Onboarding editor | Fully editable | Visible but read-only, with upgrade notices |
Mobile preview in the editor | Available | Marked as premium |
Steps for employees | Your configuration, on desktop and in the mobile app | Kenjo's default steps |
Required fields | Enforced on desktop and in the mobile app | Not possible |
Turn off onboarding | Possible, employees skip onboarding | Not possible |
Welcome text | Editable in the editor | Kenjo's default text only |
Understand how permissions affect fields
Permissions take priority over your onboarding configuration. A permission profile defines which field categories an employee can edit, for example employees can't change anything in the Work area. If an employee's profile can't edit a category, the fields in that category don't appear for them, not even as required fields.
Situation | What the employee sees |
The profile can edit the field | The field appears. If it's required, Next stays disabled until the employee has filled it in correctly. |
The profile can't edit the field and the field is empty | The field doesn't appear, not even as a required field. |
The profile can't edit the field and the field is already filled | The field appears read-only with a note to contact HR. |
The editor warns you per step if some or all employees can't edit a field. The warning shows a lock icon and a link to Settings > Profiles and permissions.
Understand how employees complete onboarding
After setting their password, employees go through the steps you configured, on desktop and in the mobile app.
Required fields: They're marked. Next stays disabled until all required fields are filled in correctly.
Input validation: Kenjo checks email addresses, URLs, phone numbers, IBAN and SWIFT, dates, and dropdown lists. A birth date can't be in the future.
Privacy note: A note explains where Kenjo stores the data.
Permissions: Fields the employee can't edit based on their permission profile don't appear. Fields that are already filled but locked appear read-only with a note to contact HR.
Pausing: The employee can close the app or browser and continue later where they left off.
Mobile app: The flow uses the same steps and the same validation. It also offers a country picker for phone numbers, entry of identity documents, photo upload, and a calendar with year and month selection.
Frequently asked questions
Why can't I edit onboarding?
If your plan includes neither Connect v4 nor HR Admin, the editor is read-only. You then see upgrade notices, and your employees go through Kenjo's default steps.
Does the customization also apply in the mobile app?
Yes, if your plan includes Connect v4 or HR Admin. The steps and required fields you configured then apply on desktop and in the mobile app. Without these plans, Kenjo's default steps apply.
Why doesn't my employee see a required field?
If the employee's permission profile can't edit the category of the field, the field doesn't appear, not even as a required field. Check under Settings > Profiles and permissions whether the profile can edit the category.
Why don't employees see my text in their language?
If you change a title or description, employees with a different language see your text until you add a translation for their language. Select the language above the steps and enter the text there.