Onboarding is a significant step of the recruitment process. It’s the point at which a top candidate turns into a new employee, with all of the potential to become a valuable member of the company.
iSmartRecruit provides an Onboarding Module that simplifies and streamlines the distribution of forms and documents to candidates. Instead of managing information in two completely separate applications, you now have the ability as a recruiter to initiate and monitor the onboarding process from within the system.
To access the Onboarding Screen as Agency organization type, click on the left-side horizontal 3 dots in the menu and select the “Onboarding” option.
To access the Onboarding Screen as a Corporate organization type, click on the icon of “Onboarding” available on the left side menu.
Each work item type is associated with a workflow that supports tracking the status of work as it moves from creation to completion. To support your business and team processes, you can add custom statuses to most of the work item types.
To customize the Onboarding status, you need to click on the “Admin” option on the left side of the screen, click on the Customization Tab, and select the “Onboarding Workflow” option.
Navigation Link: https://app.ismartrecruit.com/admin
The key purpose of this screen is to provide the facility to add, edit, reorder, and remove status that helps to track Onboardings into the system as per their own requirement.
Navigation Link: https://app.ismartrecruit.com/onBoardingStatus
Add Onboarding Workflow Status
Click on the “Add Workflow Stage” button available on the screen.
Enter the name of the Onboarding status as per your requirement.
Mark “End Status” as checked if the status is the final status of the Sales Workflow after which your Onboarding process is either accepted or rejected.
Select the preferred color by clicking the color shade that helps to identify the Onboarding status with the color code.
Click on the “Save” button.
You will get the newly created status on the screen.
Note. You may not be able to create another Onboarding status having the same name as the existing status in the system.
The "Request Sent" and "Submission Done" status will automatically be changed on the request has been sent to the candidate and once the candidate has submitted their details, respectively.
Edit Onboarding Workflow Status
Click on the “Edit” icon (pencil icon) after the respective status name to modify and save the changes.
Note. You may not be able to modify Onboarding status names having the same name as the existing status in the system.
Remove Onboarding Workflow Status
Click on the “Delete” icon (cross icon) after the respective status name to remove.
Note. You may not be able to remove the Onboarding status if it is already mapped with the active Onboarding(s).
You may not remove/edit any built-in status. Please contact support in case you want to alter the built-in status.
Reordering Onboarding Workflow Status
Drag and drop the selected status at your preferred place to customize the order of the onboarding workflow.
You can customize the Onboarding Workflow from the Onboarding screen as well.
To initiate the process of Candidate Onboarding, there are three options.
Option 1. Go to the Candidates Screen by clicking on the Candidates from the left-hand side menu options
Click on the Candidate name and the Candidate View Dialog Box will be seen. Click on the three dots and then click on the Initiate Onboarding option into it.
Select the Job for which you want to hire the Candidate and Click on the Initiate button.
Option 2. Change the status of a candidate to Hired.
Update the Joining Details of the candidate and enable the toggle if you want to start onboarding process after updating the joining details.
Option 3. In the Onboarding Screen, click on Add New Hire.
Fill out the form with the candidate details and click on Save.
You will get a list of all the candidates that are in the New Hire Queue, and who are ready for starting the onboarding process. To start the onboarding process click on the Initiate Onboarding button.
Once you Initiate Onboarding for the candidate, you will have to fill in the Joining Details of the candidate and click on next for the Next Hire Setup.
You can customize the fields which will be displayed to the new hire when submitting onboarding information.
Add Onboarding Fields
To add fields to get information from the candidate, just click on the Add Fields button.
You can select the field as per your preference from the dropdown list. Click on the plus (+) icon if you want to add your own field.
Click on the blue Add Fields button to save the fields which you have added.
Make the Fields Mandatory/Optional
You can make the respective field mandatory by enabling the toggle. Disable the toggle if you want to keep the field optional.
Reorder the onboarding fields
You can also reorder the onboarding fields. Simply drag and drop the selected field at your preferred place to customize the order.
Delete the Onboarding Field
Click on the Delete (cross icon) after the respective field name to remove it.
Mark the Onboarding Field as Default
You can also mark the current fields and set them as default fields so you don't have to select such fields every time.
Click on the Next button to customize the Document Sharing for the candidate.
Customize Document Sharing
You can customize the documents and file upload controls which will be displayed to the new hire when submitting onboarding information.
You can add any documents from Document Templates for E-Sign, Agree and Just View purposes. Click on the Add Document button to add the document template that you have already created.
Refer to the Doc Template Article on how you can add your onboarding documents.
You can select the document from the dropdown list, or then click on the plus (+) icon to add your own document. Click on Add Document to save it.
Mark the Document Mandatory/Optional
You can make the respective document mandatory by enabling the toggle. Disable the toggle if you want to keep the document optional.
Reorder the Documents
You can also reorder the onboarding documents. Simply drag and drop the selected document at your preferred place to customize the order.
Delete the Onboarding Documents
Click on Delete (cross icon) after the respective document name to remove it.
Mark the Onboarding Document as Default
You can also mark the current documents and set them as default documents so you don't have to select such documents every time.
Add image/file upload controls
You can also add any image or file that you want to receive from the candidates, such as Birth Certificate, Passport, Identity Proof, Address Proof, etc.
You can select the image or file from the dropdown list or then click on the plus (+) icon to add your own image or file. Click on Add Field Control to save it.
Mark the Image/File as Mandatory/Optional
You can make the respective image/file mandatory by enabling the toggle. Disable the toggle if you want to keep the image/file optional.
Reorder the Image/File
You can also reorder the onboarding image/file. Simply drag and drop the selected image/file at your preferred place to customize the order.
Delete the Onboarding Image/File
Click on Delete (cross icon) after the respective image/file name to remove it.
Mark the Onboarding Image/File as Default
You can also mark the current image/file and set them as the default image/file so you don't have to select such an image/file every time.
Enable the toggle if you want to use the E-Sign option to sign all the documents for which the employee action type is 'Should sign the document'.
Click on the Save button once you have mentioned all the details.
You can send an email to the candidate in which they can just click and update the necessary information and documents on iSmartRecruit. Once the candidate completes the updates, the onboarding executive will get a notification.
You can also customize the email template that you are sending. Once done, just click on Send Welcome Email.
The Onboarding form that the candidates will have to fill out will be visible as below
You can also track the onboarding process for the candidate once you have sent out the email.
To start tracking Onboarding Process click on the “Inprocess Onboarding Candidates” tab on the “Onboarding Tracking” screen.
Here users can see the list of candidates with their Job Titles, Client Names, and onboarding status.
Users can change the status as per their preference from the dropdown that will appear upon clicking on the status. Once the status of the candidate has been changed to Completed, that candidate will then move to the "Completed Onboarding Process."
Users can resend the Welcome Email to the Candidate by simply clicking over the pink email button.
Users can also review the onboarding for the candidate by clicking on the yellow eye icon.
If users wish to Edit or Cancel the onboarding for the candidate, they can do so through the More Actions (3 Dots) and simply click on the action that they want to perform.
Once the onboarding process for the candidate has been completed, you can view those candidates by clicking on the Completed Onboarding Process.
To view the information of the candidate once the candidate has completed the onboarding process, click on the yellow (eye) icon.
You can then see the candidate information, authorized & agreed on documents, and uploaded images & files.