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Home > Guides > User Guide > Hiring > Onboarding

Onboarding

Page Location: Applicants > Activity Page >  On-boarding 

Access to the option for On-boarding is based on Group Security.  

The On-boarding Process defines an workflow process of hiring an Applicant in Cyber Recruiter.  The options available in this process are define in the administrative section of the software. 

 

To start the process, click the Add New Record above the table.  This process allows for on-boarding for each job to which an applicant is hired (internal or external) and for tracking of the process for each job.  The ONLY item which is required to start the process is the selection of a requisition.  All other items available for selection are option at the time of the creation. The full process is configured ahead of time and the progress of the on-boarding tasks will be updated based which are completed on a day to day basis.  For example, if 5 items are selected for the total process, when the Applicant is on-boarded, if only 3 items are completed the first day, then the process will appear as 60% until all items are completed.  Edit the record to select the final items.  ONLY the items not already completed will be available to be checked or the next step in the process

Choose The Requisition / Edit the Process to Continue Steps 

Field  Does What 
Requisition

Requisitions available for selection will be from the Offer tab first.  If there is not an offer listed, connected requisitions with the applicant's req status date in the last 60 days are available for selection. The selection will be limited by the available requisitions so if a requisition is already assigned it cannot be selected again. 

Once selected, the page will refresh and the user will see the the following information

Assign Date

Status of the Applicant on this Requisition (Offer-Accepted, Background-Complete, etc.)

Status Date of the Status

Requisition Status (Open, Closed, On-Hold, etc.)

Remaining Openings before this hire

 

Once the requisition is selected it cannot be changed, but the values associated with the applicant and requisition will be updated as the data changes. 

Applicant Job Status

This field will default blank when the process begins and will show the currently selected status if additional tasks are done non-sequentially. 

Select the status which should be assigned to this person related to this requisition at this stage of the process. 

Applicant Overall Status This field will default blank when the process begins and will show the currently selected status if additional tasks are done non-sequentially.

Select the status which should now be assigned to this person as an Overall Status.  Leave this blank of the Overall Status should not change. 
Effective Date of the Applicant Statuses.

Enter the effective date of the change.  This will become the Status Date of whichever status is selected. 

 

(1) If the Overall Status has changed, then it’s updating the Overall Status and the Overall Status Date. If the status starts with HIRED, then it is also updating the Hire Date in the Requisition and Applicant files.

(2) If the Applicant Job Status changes then it updates the Job Status for the applicant and the date. 

Requisition Status This field will default blank when the process begins and will show the currently selected status if additional tasks are done non-sequentially.

Select the status which should now be assigned to this requisition.  Leave this blank of the status should not change. 
Effective Date of the Requisition Status

Enter effective date of the Requisition Status. 

 

(1) If the Req Status changes then it will update the requisition.status
(2) If the status is set to C or starts with CLOSED, then it will update Close Date as well


Check-mark which items should be part of the process to be done immediately.  If this process was previously started, the only items which will remain as options will be those which were not previously completed.  Press the Continue button to view additional pages. 

Job Closed Email

The review page lists all the applicants assigned to the position selected on the previous page and will trigger an email to all those selected notifying him/her that the position has been closed.  If there is more than opening for a position, or the position is not really closed, un-check all the applicants on the page to prevent the email from triggering but indicate that this step is complete.  

 

If the email is sent, to simultaneously remove applicants from the Inbox view, check the additional box before pressing Continue. 

 

Tasks

 

This page mirrors the applicant's tasks page completely and is included in this process to a step in data entry if workflow tasks are needed.  Add additional tasks to assign them either to the applicant, to a user of Cyber Recruiter or to an external source.  Adding a task trigger an email to the selected person and will track the outstanding requests to allow for a full view of the on-boarding process.

 

Edit Internal Emails

If the option to send the email to internal recipients is selected, the page displayed will be the email template. 

Make any necessary changes to the email before pressing the Continue button. This will NOT change the default template but will update the email being sent in the current process.

The final page of this process is a preview view of the email which will be sent. Press Skip on this page if this email should NOT go out to the people selected. 

The box on the left-hand side allows the user to select any standard email attachment(s) which should be send to the users. For example, if there is a form which needs to be completed during the process (and it is listed as an attachment) highlight the name of the attachment before pressing Continue. Taking this action will attach the document to each email. 

The box on the right-hand side controls who will receive the email.  Any user who is already highlighted in the list is a 'default' which is set up in the process definition.  Use the ctrl key to highlight or unhighlight the users who should get the email for this onboarding  process.  

The bottom section of the page includes a copy of the email which will be send out.  If there are any errors in the email the merge fields will still be seen. For example if {FirstName} shows in the preview mode instead of the Applicant's first name, this is an error and should be reviewed before continuing this process. If the Continue button is pressed, the email will send the merge field instead of the value which should be displayed.

Edit Email to New Hire

If the option to send the email to the new employee is selected, the page displayed will be the email template. 

Make any necessary changes to the email before pressing the Continue button. This will NOT change the default template but will update the email being sent in the current process. 

The box at the top of the page allows the user to select any standard email attachment(s) which should be send to the employee. For example, if the new employee should receive a copy of the upcoming training schedule and a copy of the employee handbook (and it is listed as an attachment) highlight the name of the attachment before pressing Continue. Taking this action will attach the document(s) to the email.

The bottom portion of the page includes a preview view of the email which will be sent. If there are any errors in the email the merge fields will still be seen. For example if {FirstName} shows in the preview mode instead of the Applicant's first name, this is an error and should be reviewed before continuing this process. If the Continue button is pressed, the email will send the merge field instead of the value which should be displayed.

Demographics

This page mirrors the applicant's demographics page completely and is included in this process to a step in data entry if paperwork has been completed by the applicant.  Review the paperwork and make the necessary adjustments to this page to update the applicant's file.  If it is known, the new Work Phone, Work Extension and Work Email Address may be entered and the Primary Email email changed to Work.

NOTE: If the Work Email and Primary Email are changed and the access to the Self Service module is via email address, the Work Email Address will now be referenced instead of the Home Email address.  This will need to be communicate to the employee in order for him/her to maintain access to the Self Service module.

Push to HR System

If the option to push the information to an HRIS system is set to yes, the displayed will will the page for the start of the transfer process.  See the item specific to that integration for additional details on the specific process.


See also