How to get started

Doccle has all the information and documents you need to inform your internal customers, stakeholders, management and employees about your digital transformation within your HR department.

Internal preparation

In preparation for your digital HR transformation, we can provide you with documents to facilitate discussions with stakeholders, you should take the following into account:

  • Adding a new service to the employment regulations
  • Informing stakeholders
  • If applicable, discussion with the works council and trade union
  • Legal framework / legal documentation:
    • Law of 15 June
    • Law of 3 June

    .

Technical integration

To start with Doccle, you need to connect to our platform as a sender. This can be done in the following ways:

  • Direct connection – see technical information
  • Via your payroll company
  • Via your IT partner
  • Via the portal – no implementation required

 

The onboarding journey

Once the technical setup is complete, it is time to inform your HR department and your employees.

Doccle provides the necessary materials to relieve you of this burden.

Doccle offers you

  • the necessary support to simplify your communication with employees
  • support material for HR
  • different options for your employees to connect with your company
Communication approach for employees

Each employee will have to take action to receive their documents.

To do this, they need to add the company (payroll company or employer) to their Doccle account.

The conversion to digital HR documents is greatest when you, as a company, inform your employees about this transformation, about Doccle and what they need to do to receive their payslips digitally.

There are 3 techniques to add a company to a Doccle account.
This is how you do it:

  • Collect e-mail addresses (private or professional) of your employees.
  • Provide information on your internal channels (SharePoint, website, intranet, etc.)
  • Inform your employees about the transformation via the usual channels:
    • What is Doccle
    • Why Doccle
    • Announcement Doccle-connect mail

If your employees have questions about their Doccle account, they can go to:

Our colleague will gladly explain to you how to best proceed
Toolkit

As a company, you can get your employees excited about Doccle, by targeted communication via e-mail, flyers, Sharepoint, intranet, internal platform,…

Doccle provides you with the necessary supporting material and example templates:

  • Mail template announcement mail
  • Flyer
  • Instructional video

And this page that you can provide to your employee, so that they can start using Doccle without any worries.

How can my employee connect?

Doccle Connect

A Doccle-Connect email is sent to every employee/end user whose email address is known. This email contains the employee’s personal link.

When the employee clicks on the link in the email, the company is added to his Doccle account. If the employee does not have a Doccle account yet, it can be created immediately.

Watch the demo here.

Doccle or the payroll company sends the Doccle-Connect email on a pre-agreed date.
If the employee does not connect to your company immediately, a reminder is sent after 1 week as standard.

Later, the payroll company or the HR employee can occasionally send a Doccle-Connect email as long as the employee has not yet connected the company.

Connection Proposals

If your employee already has a Doccle account, Doccle can provide a proposed connection to the end users we already know based on the data you have provided.

This proposed connection is generated based on personal data that the employer and employee provide to Doccle.

The proposal is visible in the employee’s Doccle account in the ‘Connections’ menu. By clicking on the ‘Add’ button, the employer is automatically added.

You can find more information about this connection method here.

Manual

If you do not have an email address for your employee, they can still create a connection based on 2 unique codes. You must then provide these 2 codes to your employee.

The employee goes to the ‘Connections’ menu and selects ‘Add new connection’ or clicks on the plus sign in the mobile app.
By clicking on the company logo, a screen opens asking for the unique codes.
After entering the codes, the company is added to the Doccle account.

Watch the demo here.

This method is slightly less user-friendly, it is preferable to work with the 2 previous connection methods.

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