This article outlines the onboarding process for candidates that have never worked with Welocalize before and do not have accounts created for our platforms (Junction, Workday, Hyperwallet). If you are asked to fill out the onboarding form, and you already have accounts in our systems, please let us know.
If you are onboarding through one of our AI programs or a program with assessments and training, this article walks you through that process in more detail. If you are getting an error while onboarding, please check these troubleshooting tips.
First, you will receive an email welcoming you to Welocalize and detailing the steps needed for the onboarding process.
Step 1
Creating an Okta Account
Click on the link in the onboarding email you received. This will redirect you to the Okta profile creation page. From here, please fill in the required information. Double-check the entered information, especially the spelling of your name and email address. Then, click the blue button: Begin Registration.
You will then see the following message:
Step 2
Activating Your Okta Account
Next, check the inbox of the email address you entered above. There will be an Okta activation email. Click Activate Account.
Note: It may take a few minutes for this email to arrive; please check your spam or junk email folders if you do not see it.
Next, you will be asked to select a password and choose a security question in case you forget your password:
Once done, click Create My Account.
Step 3
Filling Out the Registration Form in Junction
After setting your password, you will be redirected to the Okta dashboard. Click the Junction tile.
Next, you will be presented with the onboarding form. There will be five different sections that need to be filled out.
General Information
First of all, you will be asked if you want to be registered as a freelancer or as an agency. If you are going to invoice under a business name, the agency option should be chosen. If you will be invoicing under your own name, the freelancer option should be selected.
Then, the fields related to your contact information will appear. These will be prepopulated for your email address based on your Okta account and should not be changed.
Next, you will be asked for your billing name. This should contain the name that will appear on your future invoices to Welocalize.
Then you will enter your fiscal address. The address should be the one where you are registered to pay taxes. The address components asked might vary between countries, but the address should be as exact as possible (street name, door number, floor, etc).
At the end of the section, click Save and Continue.
Legal and Reference Document
In this section, you will have access to the two documents that need to be signed.
Step A
Click the SLA agreement box:
Step B
This will open the SLA agreement for your review. First, click the Agree checkbox if you agree to the terms, and then click the blue Agree button. You can also download the PDF file for your review.
You do not need to physically sign the documents; clicking Agree is what's needed.
Step C
You will then repeat this process to sign the NDA agreement. After both documents have been signed, the icons will show as green. This means you can now proceed to the next steps by clicking Save and Continue.
Professional Background
Next, you will upload information about your highest level of studies, the name and year of your diploma (this is optional), and information about any other training you might have done. This is also where you'll upload your CV.
Example: .pdf (Accepted) / .PDF (Not accepted)
Once the section is completed, press Save and Continue.
Services
In the services tab, you will enter the information needed to set up your Junction account for the specific project you have been recruited for. This is where you'll enter all of the information that was sent to you in your original onboarding email (the one that contained the link to Okta).
Here you can propose other services that you provide to be considered for other related projects in the future. For example, if you have been recruited to provide translation services from English (United States) to French (France), but you also know how to do translation and transcreation services from Italian (Italy) to French (France), you can add these services here.
After the form is submitted, our onboarding team will validate that all the service information entered here for is correct. Additional information, or verification, may be requested. The onboarding team will reach out via email to you if anything else is needed.
The final part of the services section is adding your experience with CAT tools.
Tax Information
In this section, you will enter your tax information.
Note: It is extremely important that this is filled out correctly. Incorrect data can lead to delays in payments or the onboarding process needing to be repeated. Please make sure you double-check all sections before submitting.
You will be asked to provide the Tax ID number that is associated with the billing name provided in the first section of the form. If you are going to invoice as a business, a business tax ID will be required. If you will be invoicing as a freelancer, an individual tax ID will be needed. An updated list of what is needed from each country can be found here, and more information about country-specific onboarding can be found here.
In the tax ID type field, you will be asked to select from the drop-down list the type of Tax ID provided.
Finally, you will upload your tax ID document. This should be an official document stating that the tax ID number provided in the form is associated with the billing name entered above.
Note: The accepted files are: text documents (txt, doc, docx, and odt files), images (jpg, jpeg, and png files) and reading docs (pdf or odf files). The extension must be in lowercase.
Example: .pdf (Accepted) / .PDF (Not accepted)
After this has been uploaded, press Continue.
Summary
Finally, you will be presented with a summary view so that you can review all the entered information, and go back to make edits if necessary. Once you have reviewed the information, please click on the Confirm and Submit button.
Important: Once submitted, the form cannot be edited or resubmitted again. Please make sure that the data in it is correct. If there's anything you have doubts about, please reply to the onboarding email you received (the one with the link to Okta), and our team will help you.
If you are unable able to submit the form or are getting an error, please try these troubleshooting tips.
After submitting the form, you will be presented with the following message:
Processing
Once the form is submitted, our onboarding team will review and validate your information. If there is anything that needs to be checked by them, they will reach out to you.
Once validated, a profile on our platforms will be created for you. Once this is done, you will receive a message confirming that the onboarding process is complete and your credentials to access all of our systems will be activated.
Once this message is received, you have officially been onboarded, and you can now access all of our platforms. Congratulations!