Onboarding 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. 

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

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.