When your message templates and onboarding paths are ready, you can proceed to launching the onboarding process for individual candidates. Enter the Onboarding Module in eRecruiter by clicking the “Onboarding” tab in the system’s top menu. The “Unassigned” section will be displayed, showing all candidates at the “Employed” stage. Here you can decide whether you want to run onboarding of any person in the list and assign them to you.
By default, all candidates at the “Employed” stage are listed in the “Unassigned” section of the Onboarding Module (unless the period of data processing expired). Every candidate who has ever had the “Employed” status assigned appears in the list for onboarding and remains there even if the stage is changed later.
TIP: A candidate can be removed from the Onboarding Module only manually, which is discussed in detail in the next chapters.
Every user who logs in to the system and has access to the module can see all hired candidates in this list. It does not apply to companies with the Company Module: a user representing such a company will be able to see only the candidates hired by the Company to which they are assigned, as well as the candidates with no Company assigned.
Running the onboarding process
If you run the onboarding process for one or several people from the list, select these people and click the “Assign to me” button at the bottom of the screen:
TIP: If somebody indicates you as the HR leader, you will be automatically notified about it by email.
The candidates assigned to you are listed in the “Onboarding” section. For every person listed in this section, you can select the form of employment and the supervisor from a drop-down menu (these fields can also be filled in when the candidate’s stage is changed to “Employed”), and the onboarding start date. Completing these fields is not necessary for the onboarding process to be launched.
You have to select an onboarding path to launch the onboarding process.
TIP: If you do not know what messages a given path contains, click the candidate’s first name and surname to display their detailed data and select the path you want to use. After a moment the contents of the selected path, i.e. automatic messages and a list of tasks, will be displayed under the candidate’s details:
When you select a path for a given candidate, click the “Start onboarding” button to launch the process.
When you launch the onboarding process:
onboarding messages are sent to the candidate according to the schedule predefined in the path;
a list of tasks appears next to the candidate going through the onboarding process;
the supervisor is notified about launching the onboarding process for the assigned candidate. From that moment the supervisor can see the candidate and their tasks defined in the onboarding path in the supervisor’s desktop;
people from other departments are notified about the list of tasks to be performed by their department.
After the process is launched, the “Onboarding” list is rearranged. Candidates for whom the onboarding process has been launched are now displayed in the top of the list (the “During onboarding” section), so that you can easily track the progress of onboarding. They are divided according to the months during which they start onboarding. For every candidate, you will see the tasks to be performed by you and the supervisor before the newly hired employee starts work. Simply hover the mouse over the “My tasks” field to display a full list of tasks and check them as completed.
If there are any pending tasks in the list and the candidate is starting work in 7 days, you will receive an automatic reminder that those tasks have to be completed. A similar reminder is sent to the prospective supervisor of the candidate if any of their tasks need completing.
Change of the onboarding start date, the HR leader, or supervisor
In order to change the onboarding start date, the HR leader, or supervisor of a newly hired employee, enter their data editing screen. Click the pen icon and select new people/date.
The new HR leader or the new supervisor are notified by electronic mail that a candidate has been assigned to them or that a given candidate has been deleted from their list in the Onboarding Module.
Note that any change of the HR leader or the supervisor does not interrupt the onboarding of a given candidate or reverse the progress of this process.
Adding a person from outside of recruitment to onboarding
To include people from outside of recruitment in the onboarding process, you can add them manually to the Onboarding Module. For example, these may be people whose data comes from outside the eRecruiter system or those returning after longer absences and requiring re-participation in the onboarding process. To add such a person, click the "Add outside recruitment" button in the "Unassigned" section:
A form will appear to fill in the data of the person being added. Fields marked with an asterisk are required.
Selected fields discussed:
Onboarding start date: used to define the time of sending the messages and the time for completing tasks in onboarding paths depending on this date.
Message language: applies to system-wide messages. However, if the person is also to receive other messages set in the path in English, they should be prepared in English (onboarding message templates are not automatically translated).
Partnership: in eRecruiter Pro Premium and Pro Plus versions of the system, the "Partnership" field will also be visible (for people who have access to multiple partnerships). The partnership can only be selected at this stage and cannot be edited later. Selecting a partnership will limit the selection lists from the "Supervisor" and "Lead Person in HR" fields - only people from the selected partnership will appear on them.
After filling out the form, click "Save".
Editing the data of a person onboarded outside of recruitment
After successfully adding a person, they will appear in the "Unassigned" tab. You will be able to perform the same actions (described in previous chapters) on this person as on other newly hired people.
For people added outside of recruitment, you will be able to modify the following data at each stage of onboarding:
Position name,
Phone number,
Onboarding date,
Message language,
Supervisor,
Lead person in HR.
To do this, enter edit mode (pen icon):
Onboarding interruption
You can pause or stop the process of onboarding of a given employee. After you pause the process, no automatic messages will be sent until you resume onboarding. To do this, click the icon with three dots and select the “Stop onboarding” option. The "End onboarding" option irreversibly stops the onboarding process and moves the person to the "History" section.
Removing a candidate from the onboarding process
You can remove a candidate from the onboarding process by clicking the icon with three dots and selecting the “Remove from onboarding” option. Remember that you will lose the entire progress of the onboarding process and the candidate will disappear from the list in the Onboarding Module. The candidate will also lose access to the Employee Account. In order to add the candidate again (by assigning the “Employed” stage in the selected recruitment project), you will have to select a path and launch the onboarding process from scratch.
Changing the candidate’s stage to any stage other than “Employed” does not result in the candidate’s deletion from the Onboarding Module.
TIP: The HR leader and the prospective supervisor of the candidate will be automatically notified by email when the candidate is removed from onboarding.
What should you do to keep the candidates in the onboarding module after the expiry of the data processing period?
The candidate is removed from the Onboarding Module when they are erased from the system upon the expiry of their personal data processing period. Remember that you can extend the data processing period in the “Clauses and consents” of the system settings:
Onboarding Module report
In the “Reports” section, you can download a list of hired employees based on the first day of work. For example, the June 2023 report will include all candidates whose first day of work is scheduled in June 2023 (except for people erased due to expiry of the personal data processing period), regardless of when they went through the onboarding process.
You can generate reports for up to 6 months after the current date (including the current month) and for up to 12 preceding months. For example, in January 2024 you will be able to generate reports for the periods between January 2024 – June 2024 and January 2023 – December 2023.
Note: the “Reports” section is available only for people with the role of a System Administrator.
The MS Excel report will contain the candidate’s details, the start of work date, the name of the recruitment project, the form of employment, the HR leader and the supervisor.
Downloading a list of candidates for a given month
Apart from the “Reports” section, there is also another way to download the list of candidates for a given month in the MS Excel format. Click the downloading icon next to the selected month in the “Onboarding” section. The list will include all candidates who are currently assigned to a given month (i.e. whose start of work date falls during in a given month).
Note: such a list can be downloaded by any system user with access to the Onboarding Module.
History
The “History” section is a record of people who have gone through the onboarding process or any of its stages. The person from onboarding will go there when you select the "Stop onboarding" option for them:
The tasks recorded in the “History” cannot be checked as completed anymore.
In this section you will find:
every candidate who was ultimately deleted from the module;
every candidate whose HR leader was changed during the onboarding process. Such a candidate appears only in the “History” of a person who managed and completed their onboarding.;
A candidate who has been listed in the Onboarding Module, but has never had an onboarding path activated, does not appear in the “History”.
Candidate data is visible in the History until their data is deleted from the system, which is related to the data processing time. If automatic data deletion is enabled in the system, then candidate data in onboarding will also be deleted automatically.
Granting full access to eRecruiter to a person from onboarding
It may happen that a person (e.g. from HR) who has gone through the onboarding process should gain access to the eRecruiter system, e.g. in the role of Recruiter or User Plus. In such a case, the Administrator, wanting to add a new user to the system and assign them a role, may receive a message that the person already exists in the system. Even though they will be invisible on the user list.
In such a situation:
before adding this person as an eRecruiter user, end their onboarding or remove them from the Onboarding Module (this way you will also remove their Employee Account);
if the message indicates that the user has already been added to the system, contact the eRecruiter Account Manager to change their role.