Onboard new employees

Bring a new hire in one at a time, import a whole batch, invite someone to fill in their own details, or share a link anyone can submit to. Everyone arrives in the same queue, under Employees → Onboarding, and each person ends the same way: you review what came in and convert it into an employee record.

Note

Sending invitations, generating links, importing batches, and converting records all require the onboard-employees permission. The In progress list itself is available to anyone who can see Employees.

How people come in

You can bring people in four ways. Whichever you use, they all land in the In progress queue, so you always have one place to see who is still on their way in.

Way	Where	What happens
Add one person	The employee list or onboarding toolbar	You fill in the employee form and the record is created right away.
Add many people	The bulk import workspace	You paste or upload a spreadsheet, map the columns, fix the rows, then onboard the batch. See Import employees in bulk.
Invite them to fill it in	The Invitations tab	You send a personal invitation and they complete their own details.
Share a collection link	The Collection links tab	You share a public link so anyone can submit their details.

The In progress queue

The In progress tab gathers everyone still on their way in, whichever way they arrived. Each row gives you the person (their name, or “Not named yet”, with their contact details), how they came in (Imported, Invited, or Collection link), their status, and when the record started. Open a row to go to the workspace that owns it: an invitation to review, a link’s submissions, or an import batch.

Two filters narrow the queue:

Filter	Options
Show	Still to do (not yet on the roster) or Finished (already converted). One is always in force.
Came in through	Imported, Invited, or Collection link. Optional.

The status badge speaks each channel’s language. An import, for example, can be Draft, Ready to onboard, Needs attention, Skipped, or Onboarded. Invitations and submissions use the statuses listed further down.

When nobody is waiting, the queue offers Import a spreadsheet and Add one person directly.

Sending an invitation

Select Send Invitation to invite one person. You give their details and where they will sit in the organization.

Invitee information

• Staff ID (optional)
• First Name and Last Name
• Email Address (required). The invitation is sent here.
• Phone Number (required)
• Job Title (required). Pick an existing title.

Organization assignment

• Department (required)
• Unit (optional). Limited to the department you pick.
• Primary Branch (required)
• Outsource Company (optional), for agency workers.

Every invitation carries an expiry date, after which the link stops working. It defaults to 7 days and cannot be earlier than tomorrow.

Note

Only one invitation can be Active for an email address. Sending a new one expires the old.

The invitation list shows the invitee, job title, department, unit, branch, status, who invited them, the created and expiry dates, and the row actions. Filter by status, email, active or inactive, verification, department, unit, branch, or who invited them.

Invitation statuses

Status	Meaning
Pending	Sent; the invitee has not started.
In Progress	The invitee is filling in their details.
Completed	Submitted and awaiting your review.
Converted	Already turned into an employee.
Expired	The invitation date passed; the link no longer works.
Cancelled	Cancelled on purpose; the link can no longer be used.
Archived	Archived with a reason; can be unarchived.

What you can do with an invitation

Depending on the status, a row offers Review submission, Edit, Resend email (only when an email is on file), Cancel, Archive (a reason is required), or Unarchive. Tick several invitations to convert them together with Review Selected.

Collecting data with a link

Select Generate New Link to create a shareable link that anyone can submit to. Give it a Name (for your own reference, for example “June hiring drive”), an optional Description, and an Expires At date, after which it stops accepting submissions.

Caution

Only one collection link can be Active at a time. Generating a new one expires the current link, after you confirm.

A link is either Active or Expired. Each row counts the submissions it has brought in: Total, Draft, Completed, Converted, and Archived. From a row you can View submissions, Edit the details, Copy the link, Expire it yourself, or Delete it. Delete is available only while the link has no submissions; otherwise expire it.

Reviewing and converting

Invitation and link submissions meet in the same Review workspace. Reach it from Review submission on an invitation, View submissions on a link, or Review Selected in the invitations toolbar. Each record has its own link, so you can share one person’s review and use the browser back button to step through them.

1. Select a record in the list on the left.
2. Review the submitted details on the right.
3. Correct any field in edit mode if you need to, then save.
4. Select Convert to Employee. To convert several at once, use the bulk commands.

Converting creates an employee record from the submitted details, sets up a linked contract plan automatically, and marks the record Converted. A batch conversion reports its results, so you can see which succeeded and which failed.

Note

A record stays in Draft until the person actually submits. Archived records are set aside and are not converted.

After conversion

The person leaves the “still to do” part of the queue and appears on the employee list, where you can continue with their work groups, contract, bank details, and leave.