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 not onboarding with one of our AI programs, this article walks you through the generic onboarding sequence 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.
Note: Onboarding must be completed on a desktop computer; you will not be able to see the full form on a mobile device.
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.
Note: It's very important you click the link in the onboarding email. Any changes to that link (such as using a shortened version, deleting characters from the URL, or sharing the link with others) will result in your onboarding failing or being canceled.
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.
Screening
First, you will be presented with the Screening Questions. Please make sure every field is filled out by selecting from the pull-down menu and double-check that there are no extra spaces at the start or end of any of the fields that have text in them.
The first question will be for you to enter the email address where you first received the registration link; it looks like this:
This is where we sync your Okta account with your registration account. If you applied via Indeed, you will have an anonymized Indeed email address. We need this anonymized email address to sync your accounts. You can find your Indeed email address by following these steps; it will look something like joshsmith3_hdu@indeedemail.com. This is the address you should put in this field and then click "ok." If you did not apply via Indeed, you should use the email address where you were sent the onboarding link.
This field is required.
Next, you will be presented with the onboarding form. It has multiple 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.
You will then be asked to add the languages you speak, and at what level:
After that, you will be asked which country you were born in, where you are currently living, and how long you have been living there.
The next item will ask you to provide information related to your computer equipment. Please fill these out by selecting the items from the pulldown menus.
Legal and Reference Documents
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.
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.
Assessments
Note: Some onboardings may not require an assessment. In that case, you will proceed to the Financial Information section directly.
The next step will be taking the assigned assessments.
Please click on the links under the column labeled "Name," this will redirect you to our assessment platform. Please make sure you do not close this window, or navigate away from it (even for a brief moment) while taking the assessment. Do not use CTRL+F to search for any terms on the page. Do not leave the test unattended for a lengthy period of time. All of these will lead to a failed test.
Once the test is completed, head back to Junction. Please be aware that you may need to wait up to 30 minutes for the page to be updated with your results. The status under the "Status" column will change to "Completed," and the "Result" column will have either "pass" or "fail."
Having trouble with the assessments? Please see this guide for answers to common questions. If you still need assistance, please let us know.
Learnings
After passing the assessments, if it is assigned for your program, you'll see a learnings page:
Click the Go to WeLearn button to access WeLearn. After accessing WeLearn, click on My Courses, and you'll find the learning materials for you to go through. It may take up to five minutes after the completion of your assessments before your course will appear in WeLearn. If you've waited over 15 minutes and your course has not appeared, please let us know. If you've been told to access WeLearn, but do not see any courses, please let us know.
Exam Step
After you complete the learnings, you will receive instructions on accessing the final exam. This email usually arrives within 48 hours of the learnings being completed. If it has been 48 hours after the WeLearn step has been completed and you have not been contacted about the next steps for the exam, please let us know.
Financial Information
The final stage of onboarding is the financial information step. This is where you'll enter your tax information. If you have been told the financial information page should be available to you but do not see it, first try clearing your browser cache and refreshing the page. If that doesn't work, please let us know.
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 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).
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.
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.
After submitting the form, you will find the following message in Junction:
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!