Onboarding - Overview for Clients – RG Help Center

Overview

This article explains what Onboarding is, and the benefits of our Onboarding process for members and clients. As part of our ongoing commitment to simplify and strengthen the onboarding experience, we’ve introduced an important updates to how new members are added.

The Add Member feature has now been decommissioned and while we understand this may represent a change from familiar processes, it enables a more consistent and reliable approach. Previously, this feature could lead to inconsistencies, such as incomplete user access, and often required additional manual effort to manage effectively.

For step-by-step guidance on the new member upload process, please read Managing the Membership Eligibility List.

Background

Our customers are faced with multiple registration criteria during their onboarding process. All of these registration criteria have different requirements for the customers and sometimes there’s no ideal option and the user is forced to switch to another registration criteria as the initially selected one no longer suits their business.

To simplify the onboarding process, we allow all our customers to register and onboard members with incomplete data.

The goal of this is to:

Maximize adoption rate, through ease of registration
Allow our clients to use preloaded data, even if they have incomplete data for their members
Improve Daily Active Users (DAU), by allowing easy access logins
Simplify registration criteria, by asking for much less data

Overview

Onboarding is the process used to help employees register for and access their platform account. It is designed to make registration simpler and more flexible, especially for organizations where not every employee has a work email address.

With Onboarding, members can be added using information such as a payroll or employee ID, and in some cases an additional verification detail like date of birth, last name, or another identifier chosen for the programme. Members can then activate their account either through a welcome email or through self-registration, depending on how the programme is set up.

Benefits of Onboarding include:

Easier access for employees
More flexible registration options
Support for employees without work email addresses
Password recovery options on the login page
A simpler and more consistent registration experience

Core Feature Summary

Flexible Member Registration

Onboarding allows members to register using different kinds of information, depending on the programme setup. This may include an email address, a payroll or employee ID, and sometimes an extra verification detail.

Why it matters: This makes it easier to support different types of workforces, including organizations where employees may not have a company email address.

Welcome and Activation Emails

Members can receive a welcome or activation email with a link to set up their account.

Why it matters: This gives members a clear starting point and helps guide them through activation.

Self-registration

Some programmes allow members to register directly from the login page using the Register to get access option, without needing a welcome email first.

Why it matters: This gives employees another way to access the platform and can speed up registration.

Identity Verification

Depending on the programme setup, members may be asked to confirm additional details during registration, such as a payroll number and another personal or employment-related field.

Why it matters: This helps keep the registration process secure while still being simple for members to complete.

Password Reset and Account Recovery

The login page includes options for password reset and account recovery.

Why it matters: This helps members regain access more easily if they forget their login details.

Mobile-friendly Activation

Members can complete their registration and account activation on mobile devices as well as on the web.

Why it matters: This gives employees more flexibility and supports a smoother experience on the device they prefer to use.

Key Benefits

Onboarding helps solve common registration challenges, especially when employee data is incomplete or when not everyone has a work email address.

For employers and administrators:

Previously, any person without a work email address could not register on the platform at all; after the changes, anyone can register even without a work email - they can use their personal email. Why this leads to is a potential massive increase in the number of people who could now access their benefits who previously could not. Other important benefits include:

Easier to support a wider range of employees
Flexible registration options to suit different workforce needs
Clearer activation journey for members
Option to use welcome emails and self-registration

For employees:

Easier access to the platform
Ability to register even without a work email in some cases
Clear account activation process
Access to password recovery tools
Mobile-friendly registration experience

How it Works

Employees are added to the platform by their employer.
Depending on the programme setup, members may receive a welcome email with an activation link.
If self-registration is available, members can also use the Register to get access option on the login page.
Members confirm the requested details.
They create a password and finish setting up their account.
Once registration is complete, they can log in and start using the platform.

Use Cases

Onboarding is useful when:

Employees need a simple way to access the platform
Some employees do not have a work email address
A programme wants to offer self-registration
Employers want a more flexible registration and activation process
Members need an easier way to recover access to their accounts

User Experience

The Onboarding experience is designed to be simple, clear, and flexible.

For administrators, it offers a straightforward way to support employee registration.
For employees, it provides an easy account setup journey with clear steps, recovery options, and support for mobile use.

The overall goal is to reduce barriers to registration and help more employees access their account successfully.

Compliance and Security

Onboarding includes identity checks during registration to help make sure only eligible employees can access the platform. Depending on the programme, additional security steps may also apply, such as extra verification during login.