Onboarding View

This guide covers the Onboarding view — the visual board a new hire moves across during onboarding — and the checklist of tasks tracked against them. It's one of the module's two screens; the other is the Candidates view.

Purpose

Getting a new hire fully set up is rarely one step — it's paperwork, equipment, system access, introductions, and training, often owned by different people. The Onboarding view answers: "Where is this new hire in the process, and who still owes them what?"

Onboarding Stages

• Every job opening automatically gets an "Initial" onboarding stage the moment it's created — the same way Recruitment auto-creates a first pipeline stage.
• HR or a recruitment manager can add further stages beyond that (for example: Documentation → IT Setup → Training → Complete), in whatever order and however many the opening needs.
• Each stage has its own stage managers — the people responsible for moving candidates through that step.
• A stage can be marked as the final stage; a candidate reaching it has their onboarding end date recorded automatically.
• Candidates are shown on a kanban-style board, grouped by stage, and can be dragged between stages or reordered within one. A table view of the same data is also available.

Onboarding Tasks

• A task is a checklist item attached to a specific stage — for example, "Collect signed documents" or "Provision laptop."
• Each task has one or more task managers, and is assigned to one or more candidates currently in that stage.
• Every candidate's task has its own status, moved along a fixed set of steps: Todo → Scheduled → Ongoing → Stuck → Done.
• A task manager can update status one candidate at a time, or in bulk across several selected candidates at once.
• Renaming a stage, reordering stages, or reordering candidates within a stage are all quick inline actions on the board.

What Each User Sees

Action	Employee	Onboarding Stage Manager	Onboarding Task Manager	Recruitment Manager	HR Administrator
View the onboarding board	—	✅ (their stage's hires)	✅ (their task's hires)	✅ (their opening)	✅
Move a candidate between stages	—	✅	—	✅	✅
Create or edit stages	—	—	—	✅	✅
Delete a stage	—	—	—	—	✅
Create, edit, or assign tasks	—	✅	✅	✅	✅
Delete a task	—	—	—	—	✅
Update a candidate's task status	—	✅	✅	✅	✅

How Visibility Is Decided

1. Permissions. Broad permissions grant the ability to view and manage every onboarding stage and task across the company.
2. Being a manager. Being a stage manager, task manager, or recruitment manager — of any stage, task, or opening, anywhere in the system — is enough to open the board and act on tasks generally, the same broad pattern used elsewhere in Recruitment and Onboarding (see the Onboarding overview). What actually appears on the board narrows back down: without the broader "view all" permission, a manager only sees the openings and candidates tied to their own stage, task, or recruitment assignments — not the whole company's onboarding activity.
3. Company. Stages, tasks, and candidates belong to the company they were created under.

Deleting a stage or a task is deliberately stricter than everything else here — it always requires the specific delete permission, even for someone who manages that stage or task. Being a manager alone isn't enough to delete.

Customization Options

• Stage count and order are fully configurable per job opening, beyond the auto-created first stage.
• Task assignment can target specific candidates within a stage, not the whole stage automatically.
• Task status labels (Todo, Scheduled, Ongoing, Stuck, Done) are fixed, but which tasks exist and who manages them is entirely up to the company.

Good to Know

• Deleting a stage or task with candidates or history attached is blocked, not silently allowed — the system protects the record rather than letting it be deleted out from under an in-progress hire.
• Everyone assigned gets notified. Being added as a stage manager or task manager sends a notification, and updating a candidate's stage or task status notifies the relevant managers too.
• The board and the task report tell two different stories. The board shows where each candidate physically sits; the task report (on the Onboarding Dashboard) shows how a given task manager's workload is trending across every candidate assigned to them.

Every step tracked, every hire supported.