Onboarding

The Onboarding module picks up the moment a candidate is hired and carries them through to becoming a fully set-up employee — paperwork, equipment, training, and their own login to the system included. It's typically used by HR administrators, recruitment managers, and whoever is assigned to walk a specific new hire through their first steps.

This guide gives the big picture: what the module is for, how a new hire flows through it end to end, who sees what, and what can be customized. Deeper guides for each area are linked below. No technical background needed.

Purpose

Onboarding answers one question for the people bringing a new hire up to speed: "What's left before this person is a fully working employee, and who owns each step?"

Instead of chasing paperwork over email or spreadsheets, everything lives in one place:

• A dedicated list of hired candidates who still need to be onboarded.
• A visual board tracking each candidate's progress through onboarding stages.
• A checklist of tasks — documentation, IT setup, training, and anything else a company wants tracked — with an owner and a status for each.
• A self-service portal the new hire completes themselves: account, profile photo, personal details, and bank details.
• Offer letter, joining date, and probation tracking.

What's Included

Onboarding has two screens, each covered in its own guide, plus a dashboard reached from alongside them:

Area	What it covers
Onboarding View	The visual board a new hire moves across, and the checklist of tasks tracked against them.
Candidates View	The list of hired candidates still going through onboarding — offer letter, joining date, probation, and the self-service portal invite that gets them set up.

The Onboarding Journey

A typical new hire moves through Onboarding like this:

1. A candidate is hired. This happens in Recruitment — either a recruitment manager converts them to an employee directly, or they're carried into Onboarding to go through the steps below first. The moment a job opening is created, the system automatically sets up an "Initial" onboarding stage for it, the same way it sets up an initial recruitment pipeline stage.
2. They appear in the Onboarding Candidates list. This is a dedicated view, separate from the Recruitment candidate list, for exactly the people who still need to be onboarded. A candidate can also be added here directly — for a walk-in hire that skipped the recruitment pipeline entirely.
3. HR sends them their onboarding portal link. A one-time, secure email link, optionally with documents attached (offer letters, policies) generated from the company's mail templates.
4. The new hire completes their own onboarding. Without needing an internal login to the system to start, they create their account, add a profile photo, fill in their personal and employee details, and provide their bank details. Finishing the last step creates their employee record and logs them into the system for the first time — see Candidates View.
5. Their progress is tracked in parallel. Whoever manages the onboarding stages and tasks for that hire moves them across the board and works through the assigned checklist — see Onboarding View.
6. HR tracks the outcome. The offer letter status (sent → accepted → joined), the actual joining date, and the probation end date are all recorded against the candidate.

What Each User Sees

Onboarding area	Employee	Onboarding Stage Manager	Onboarding Task Manager	Recruitment Manager	HR Administrator
View the onboarding board / their own assigned candidates	—	✅ (their stage's hires)	✅ (their task's hires)	✅ (their opening)	✅
Move a candidate between onboarding stages	—	✅	—	✅	✅
Create, edit, or assign onboarding tasks	—	✅	✅	✅	✅
Update a candidate's task status	—	✅	✅	✅	✅
Add / edit / delete onboarding candidates directly	—	—	—	—	✅
Send the onboarding portal invite	—	✅	✅	✅	✅
Update offer letter status, joining date, probation	—	✅	—	✅	✅
Onboarding Dashboard (org-wide)	—	—	—	✅	✅

In short:

• Employees have no visibility into Onboarding unless they're assigned as a stage or task manager for a specific hire.
• Onboarding Stage Managers and Task Managers are assigned per onboarding stage or per task, and can act on the candidates sitting there.
• Recruitment Managers carry their access over from Recruitment — managing a job opening is enough to manage that opening's onboarding too.
• HR Administrators see and manage everything across the company.

New hires aren't system users yet

They interact only through their personal portal link, until the final step creates their login.

How Visibility Is Decided

Three things determine what a person can see and do in Onboarding:

1. Their role and permissions. Standard permissions control broad access — for example, being able to view every onboarding candidate across the company.
2. Whether they're assigned as a stage or task manager, or as the recruitment manager of the related opening. These are targeted assignments (see User Roles & Access), not the general reporting-line manager access used elsewhere in the system.
3. Which company the data belongs to. In a multi-company setup, onboarding stages, tasks, and candidates all belong to a company, so a person only sees the ones for the company they currently have selected.

One area is looser on purpose: being assigned to manage any onboarding stage, task, or job opening — anywhere in the system — is enough to open the onboarding board and act on candidates, tasks, and portal invites generally. What actually shows up on the board, though, narrows back down to just the hires tied to that person's own assignments, unless they hold the broader "view all" permission. The Onboarding View guide covers this in more detail.

Customization Options

Onboarding is configurable per job opening and at the company level:

• Stages. Add however many onboarding stages a hire needs beyond the auto-created first one (for example: Documentation → IT Setup → Training → Complete), each with its own stage managers.
• Tasks. Attach any number of tasks to a stage, assign task managers, and choose which candidates in that stage the task applies to.
• Mail templates. The documents attached to a portal invite email are drawn from the company's reusable mail templates.
• Direct candidate entry. Skip the recruitment pipeline entirely for a hire that doesn't need it, and add them straight into Onboarding.

Good to Know

• There are two ways a candidate becomes an employee, and they're not the same. A recruitment manager can convert a candidate straight to an employee from Recruitment — quick, but it doesn't set the new hire up with their own login. Completing the onboarding portal is the guided alternative: the new hire fills in their own details and chooses their own password along the way, so they land on day one already able to log in. See Candidates View.
• A candidate can only be converted once. Whichever path gets there first, the system won't send a portal invite to — or re-convert — a candidate who's already been turned into an employee.
• Onboarding is the back half of the hiring journey. It picks up exactly where Recruitment leaves off, using the same candidate record — nothing needs to be re-entered.
• Closing a job opening doesn't erase its onboarding history. Stages, tasks, and completed onboardings stay on file.
• Numbers reflect the selected company. In a multi-company setup, everything in Onboarding — stages, candidates, the dashboard — is scoped to the company currently selected (see User Roles & Access).

From offer letter to day one.