How to Onboard New Hires

Once you’ve decided to hire a candidate, the following steps will enable you to send a new hire packet. A new hire packet can contain tasks and forms that you might want the new hire or internal stakeholders to complete before or during the new hire's ramp time. We typically see organizations use this to have new hires fill out paperwork such as tax-related documents or other documents required for company policies. 

In this article:
Sending New Hire Onboarding Packets
Send a New Hire Onboarding Packet- Without Recruiting
Onboarding Candidates in Bulk
Onboarding Candidates Without an Email Address
Additional Resources

Permissions

• A user must have the Onboard Coordinator permission in order to send onboarding packets to candidates.
• Hiring Manager permission that have the ability to send onboarding packets.
• If using Data Walls, the user must have access to the data group.

Sending New Hire Onboarding Packets

With Recruiting

1. To assign a New Hire Packet from a candidate profile, first head to Recruiting in your Tools menu.
2. Head to Requisitions.
3. Select the name of the position you will be onboarding your new hire into.
4. Once in the requisition, you'll want to head to the Candidates tab.

5. Select the name of the candidate you wish to onboard.

6. Once on their profile, click the Hire tab below the candidate's name.
7. Select Create Onboarding Packet on the right-hand side of the page.

8. When you navigate to this page you will have a pop-up window to set the details for this new hire. Select Apply when done.

   • 1. Language: if you have set the system to use more than one language you can set the preference for this new hire. If you would like to add more languages reach out to your ClearCompany Representative.
   • 2. Role: pulls automatically from the requisition role.
   • 3. Title: pulls automatically from the Requisition Title.
   • 4. Office: pulls automatically from the office set in the Req Details.
   • 5. Department: pulls automatically from the department set in the Req Details.
   • 6. Manager: pulls from the requisition's assigned Hiring Manager.
   • 7. Coordinator: The onboarding coordinator is the user responsible for managing this new hire packet. If the user creating the packet has the onboarding coordinator permission, it will default to the user. If a user is a hiring manager with the ability to send packets, they will have to choose a coordinator.
   • 8. Employee ID: Optional.
   • 9. Email: pulls from the candidate profile. Any changes made to this field are only for the purposes of sending the onboarding packet. It will not change the email on the candidate profile.
   • 10. Primary Phone: pulls from the candidate profile. Any changes made to this field are only for the purposes of sending the onboarding packet. It will not change the phone on the candidate profile.
9. When done with the details, users will be prompted to select the below:
   
   • New Hire Start Date: This is the date that the new hire will start.
   • New Hire Packet: Select the packet that is associated with this role or department.
   • Edit Details: If you would like to change any of the details that you just applied.
10. Once a New Hire Packet is selected, you will be prompted to change any of the due dates for tasks, approvers, and approvers' due dates. Each task can have different due dates if necessary. It will default to the new hire start date, but can be changed.
11. When selecting dates and assignments, users have the option to Apply to All. This will apply the same date to all the items in the packet. The Apply to All check box should be checked before the date or assignee is selected.
12. When prompted to change approvers, we advise against using the "No Approval Option" on tax forms. Organizations are responsible for ensuring that all tax forms, both state and federal, are completed accurately. Additionally, Personal Data Sheets and Direct Deposit/Payroll Forms contain sections that must be filled out by an internal user. This information is essential when submitting new hire documentation.

13. If this packet has internal tasks, you can make changes to it now, and also change the due date.

14. Any tasks can be removed as well by clicking the X.
15. Once done with the onboarding packet, you can click Next, which will bring you to the following Delivery Options.
    • Automated Scheduling: Onboarding coordinators and hiring managers now have greater flexibility in scheduling packets, improving the onboarding experience for both HR teams and new hires. Users can select from the scheduling options below:
      • Send Immediately - Send the onboarding packet right away.
      • On Start Date [01/01/2025] - Start Date assigned to new hire.
      • Number of Days before start date - Users can assign a set number of days before the start date.
      • Custom Date - Users can select a custom date to send the packet.
      • Based on Background Check - The Onboarding packet will be sent depending on the status of their Background Check. The following statuses are: Pending, Complete-Clear, Complete-Needs Review, and Completed. To learn more about Background Checks, refer to: Automate Your Background Check Process
      • Based on Offer Letter Acceptance  - The Onboarding packet will be sent when the candidate accepts the offer letter.
    • Send packet notification to new hire? - Select Yes to send the new hire login information. We recommend selecting Yes as this will email the new hire how to access the onboarding packet. If your organization is sending offboarding packets or internal packets you may select No. If this step is skipped the packet can be sent from the edit onboarding packet dashboard.
    • Email Template: Select the appropriate New Hire Welcome Email template from the dropdown.
    • Subject: You can make adjustments to the subject line.
    • Email Body: You can make adjustments to the body of the email and insert any information to auto-populate.
16. When done, click Send in the top-right corner if sending immediately. If scheduled, click Save & Schedule.

17. When the Onboarding Packet is created, users will be navigated to the Hire tab, where users can:

    • Edit Packet -  Edit the onboarding packet details.
    • Send Now - If scheduled to send at a later time.
    • Remove Packet - Delete the packet and all the information. We do not advise deleting an onboarding packet. As the candidate will not be able to complete it and all the data will be deleted.

F.A.Q.

How will the system handle scenarios where the candidate's background check status changes after the packet is scheduled?

If the background check is cancelled or if it does not come back as clear, the onboarding packet will not be sent. It would stay in a pending state until edited.

Can multiple coordinators schedule onboarding packets for the same candidate?

Yes. But scheduled packets will be visible to all coordinators on the candidate profile so there is little risk of duplicating work.

How can a client track the status of the packet once it’s scheduled? Will there be any notifications or reminders?

By navigating back to the candidate profile, the coordinator or hiring manager with sender permissions will be able to view the pending status of the packet, edit the packet, and note the trigger event of the packet.

What happens if a second background check is launched while there's a pending packet? Does it launch as soon as one BGC hits that status or when the first one does?

The packet will launch as soon as any BGC status associated with the candidate hits the desired state.

What happens if a packet is scheduled, the offer is never signed, it's cancelled and a new one is launched? Will the automation still work when that packet is launched?

The packet will launch as soon as any offer letter associated with the candidate is signed.

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Send a New Hire Onboarding Packet - Without Recruiting

While you have the ability to onboard a new hire from the Onboarding Kiosk, it is recommended that you onboard new hires from their candidate tearsheet. If a new hire is onboarded from their candidate profile, information captured in the application process (such as a street address, phone number, and other basic information) will auto-populate in their onboarding forms. This will create a smoother onboarding experience for your new hires. 

That said, this can be a great tool for getting onboarding packets sent on the fly. This is also the only way you will be able to send new hire onboarding packets if you are not using Recruiting with us. If you are interested in our recruiting platform, reach out to your ClearCompany representative.

Without Recruiting

1. First, head to Onboarding in your tools menu.
2. Navigate to Dashboard.
3. Click Create Onboard in the upper right-hand corner of the dashboard. Don't see this button? Reach out to ClearCompany Support to get this enabled.
4. Set the details for your new hire. Please note: If you have new hires without email addresses, the email address field is optional. 
   • First Name: New Hire's First Name.
   • Last Name: New Hire's Last Name.
   • Email: New hire's email address, this is optional.
   • Primary Phone: Phone Number
   • Position: The Position they have been hired for.
   • Title: New Hire's Title.
   • Manager: Hiring Manager.
   • Coordinator: The onboarding coordinator is the user responsible for managing this new hire packet.
   • Office: New Hires' Office.
   • Department: The department of the requisition.
   • Start Date: New Hire's start date.
5. When you are satisfied, click Next.
6. Select the packet that you would like the new hire to complete. Make adjustments as necessary. When done, select Assign Selected Items.
7. When the packet has been selected, you will be prompted with 3 options:
   • Preview Packet: Preview the packet and see what the new hire will see when they log in.
   • Send Onboard Login Info: You will be able to adjust the email and send the new hire the information.
   • Back to Dashboard: This will bring you back to the dashboard.
8. If no email was listed in the details portion, the email will be sent to the onboarding coordinator instead.
9. To make adjustments to the onboarding packet, navigate to My Onboards.

Bulk Onboarding New Hires

Do you have more than one candidate you would like to onboard at once? These step-by-step instructions will walk you through Bulk Onboarding, which will allow you to onboard more than one new hire. You can do this either from the Recruiting home screen by clicking Candidates or directly in a job requisition.

Bulk Onboarding

1. Select the new hires you would like to send an onboarding packet to by checking the box next to the candidates.
2. Then click Bulk Actions and select Onboard.
3. Confirm which packet will be used for each candidate, as well as the start date.
4. If there are issues with the onboarding packet, users will encounter two errors:
   • Yellow Icon: This means the candidate does not have an email listed. An email can be added or the packet will be sent to the onboarding coordinator.
   • Red Icon: This means there is an issue with the packet, a task is missing an assignee.
5. Clicking on the candidate's name will allow you to see the details and make changes, as well as make adjustments to the individual onboarding packet.
   • Details
   • Onboarding Packet
6. When ready, click Apply.
7. When all the candidates' onboarding packets have been reviewed, click Next, which will bring users to the Delivery Options.
   • Automated Scheduling: Users can select from the scheduling options below:
     • Send Immediately - Send the onboarding packet right away.
     • On Start Date [01/01/2025] - Start Date assigned to new hire.
     • Number of Days before start date - Users can assign a set number of days before the start date.
     • Custom Date - Users can select a custom date to send the packet.
     • Based on Background Check - The Onboarding packet will be sent depending on the status of their Background Check. The following statuses are: Pending, Complete-Clear, Complete-Needs Review, and Completed. To learn more about Background Checks, refer to: Automate Your Background Check Process
     • Based on Offer Letter Acceptance  - The Onboarding packet will be sent when the candidate accepts the offer letter.
   • Send packet notification to new hire? - Select Yes to send the new hire login information. This is recommended.
   • Email Template: Select the appropriate New Hire Welcome Email template from the dropdown.
   • Subject: You can make adjustments to the subject line.
   • Email Body: You can make adjustments to the body of the email and insert any information to auto-populate.
8. When done, click Send in the top-right corner if sending immediately. If scheduled, click Save & Schedule. 

9. Users will see a successful message if the packet was sent.

10. Users can navigate to the individual candidate profile and the Hire tab, where users can: 

    • Edit Packet -  Edit the onboarding packet details.
    • Send Now - If scheduled to send at a later time.
    • Remove Packet - Delete the packet and all the information. We do not advise deleting an onboarding packet. As the candidate will not be able to complete it and all the data will be deleted.

Onboarding Candidates Without an Email Address

Some candidates, such as those applying via Text-to-Apply, may not have an email address listed on their profile. You can choose to send the onboarding packet to an onboarding coordinator's email address instead of the candidate in these cases. 

When sending an onboarding packet in bulk, if there are candidates who do not have an email address, you will be notified with a warning as shown below. 

If you click on the Candidate's Name, you will have the option to either add an email address for the new hire or select any user with onboard coordinator permission to receive the onboarding packet instead.

If you do not add an email address for the new hire and no specific onboarding coordinator is chosen, the email will automatically be sent to the onboarding coordinator who is launching the candidate’s packet.

In order to avoid access issues, the best practice is to use an incognito/private browsing window when candidates complete the onboarding packet in an office setting on a shared computer.

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Additional Resources

How to set up onboarding
How to edit an onboarding packet
Onboarding Troubleshooting