Onboarding Links

Overview

The Onboarding Links menu displays all links used to access onboarding forms. This feature allows you to create and manage special links that can be shared with new employees to fill out onboarding forms.

Page Navigation

The Onboarding Links page is located within the menu: Dashboard » Employee » Onboarding Forms » Generate Links.

Links List View

This page displays a table with the following columns:

• No - Sequence number
• Link Name - Name of the onboarding link
• Form - The form used (with a copy link icon)
• URL - The shareable link
• Status - Link status (Active/Inactive)
• Expires At - Link expiration date
• Actions - Action buttons (Edit, Delete)

Link Data

Here are examples of registered link data:

Total Data: 1–5 of 5

Search Feature

A search column is available to easily find links based on keywords.

How to use:

1. Click the search column.
2. Type the keyword you want to search for (based on link name or form).
3. Search results will appear automatically.

Rows per page

At the bottom of the page, there is a setting for the number of rows per page:

• Rows per page: 10
• Total data: 1–5 of 5

Actions on Links

On each link row, action buttons are available to manage the data.

Copy Link

• Click the 🔗 Copy icon in the Form column to copy the link.
• The link will be copied to the clipboard.
• It can be shared via email, WhatsApp, or other media.

Edit

• Click the Edit icon to modify the link data.
• The edit form will open with the data already filled in.
• Change the necessary data.
• Click Save to save the changes.

Delete

• Click the Delete icon to delete the link.
• Confirm the deletion in the dialog box that appears.
• The link data will be permanently deleted.

Generate Onboarding Link

To create a new onboarding link, click the Generate Link button or navigate to the Generate Onboarding Link page.

Generate Onboarding Link Form

The generate link form page displays a form for creating a new onboarding link.

Form Components:

How to Fill Out the Generate Link Form:

1. Form
   • Select the onboarding form from the dropdown.
   • The form must have been previously created in the Onboarding Forms menu.
   • Example: Form Mubi, form onboarding petrogass
2. Project (Optional)
   • Select the related project.
   • The "Using active project" option will fill it automatically.
   • Example: BANK INDONESIA
3. Link Name
   • Fill in a descriptive name for the link.
   • Example: form onboarding petrogas, LINK FORM ALL
4. Active
   • Check if you want the link to be immediately active.
   • Active links can be accessed by users.
5. One Time Use
   • Check if the link can only be used once.
   • Suitable for personal invitations.
   • After use, the link becomes inaccessible.
6. Max Submissions (Optional)
   • Fill in the maximum number of submissions allowed.
   • Example: 10 (only 10 people can fill it out)
   • Leave blank for unlimited submissions.
7. Expires At (Optional)
   • Select the link's expiration date.
   • Format: dd/mm/yyyy
   • After this date, the link becomes inaccessible.
   • Select Never if you don't want it to expire.

Action Buttons

Link Status

Active

• Active - Link can be accessed by users.
• Inactive - Link cannot be accessed.

Expires At

• Specific Date - Link will become inactive after that date.
• Never - Link has no time limit.

One Time Use

• Checked - Link can only be used once.
• Unchecked - Link can be used multiple times.

Usage Tips

1. Give descriptive names - Use a clear Link Name for easy identification, e.g., "Onboarding Petrogas Jan 2026".
2. Adjust the validity period - Set Expires At according to needs, e.g., 1 week or 1 month after the link is created.
3. Use One Time Use for personal invitations - If inviting a specific candidate, use one-time use to prevent the link from being misused.
4. Limit submissions if necessary - If you only want to receive a certain number of submissions, set Max Submissions.
5. Deactivate old links - After the onboarding process is complete, deactivate or delete unused links.
6. Test the link - Before sharing with many people, test the link to ensure it works.
7. Monitor usage - Periodically check how many people have filled out the form via the link.

Example Usage Scenarios

Scenario 1: Batch Onboarding for a New Project

• Form: Form Onboarding Petrogas
• Project: PETROGAS BASIN
• Link Name: Onboarding Petrogas Batch 1 - Feb 2026
• One Time Use: No
• Max Submissions: 50
• Expires At: 28 Feb 2026
• Status: Active

Scenario 2: Personal Invitation for a Specific Candidate

• Form: Form Mubi
• Project: BANK INDONESIA
• Link Name: Invitation Jahid - IT Developer
• One Time Use: Yes
• Max Submissions: 1
• Expires At: 7 days from now
• Status: Active

Scenario 3: Open Form for an Unlimited Time

• Form: tes form all
• Project: (none)
• Link Name: General Open Form
• One Time Use: No
• Max Submissions: (blank/unlimited)
• Expires At: Never
• Status: Active

Troubleshooting

Link cannot be accessed

• Check the link status (must be Active).
• Check the Expires At date (may have expired).
• Ensure the link was generated correctly.
• If One Time Use, it may have already been used.

Failed to create a new link

• Ensure Form is selected.
• Fill in Link Name correctly.
• Check the date format (dd/mm/yyyy).

Link has expired but is still needed

• Create a new link with an extended expiration date.
• Or edit the existing link (if the edit feature is available).

Submissions exceed the limit

• Check the Max Submissions setting.
• Create a new link if you still need to add submissions.

One-time use link doesn't work

• Ensure the One Time Use checkbox is checked.
• After use, the link automatically becomes Inactive.
• Create a new link for the next user.

Next Steps

• Onboarding Forms
• Employee Database
• Onboarding Process
• Project Management