ClearCompany Rehires (Non-ADP) - Rehiring Employees

ClearCompany Rehires enables companies to have one consistent employee record throughout the entire employee lifecycle. Ideally, rehired employee profiles will be linked automatically. Nothing needs to be done! However, you may run into instances where profiles do not link. Whether you catch this at the candidate phase or reemployment phase, we've got you covered. 

In this article: 
How it Works
Automatic Rehire Detection
Manually Linking Rehires
FAQs

Before Continuing

Be sure you've reviewed the rehire pre-requisite checklist and cleaned up your organization's people data: Rehires Checklist.

How it Works 

Automatic Rehire Detection

Typically, employees at your company have a personal email address listed on their ClearCompany user file. Upon exiting your company, the employee's personal email address is marked as the Primary email address in your system.

Now, when the employee re-applies for a position at your company using the same personal email address, the system will recognize their email address and automatically link them to their previous employee's account.

Manually Linking Rehires

Some candidates may not automatically link to their former employee account or appear with the Former Employee notice on their profile. This can be due to two reasons:

1. The employee did not have a personal email address on their ClearCompany account prior to leaving.
2. The employee applied to the new position using a different email address than the one saved on their file.

If the rehire is not automatically detected, Recruiters and User Admins can manually link employee information at any time it's discovered during the rehiring process. Open the menus below to learn how to link employee records during Recruiting or after Onboarding.

During Recruiting

Prior to assigning onboarding paperwork to your rehired candidate, Recruiters in the system can manually link the candidate to their previous employee account by following the steps below.

1. Navigate to the candidate's profile 
2. Click the Actions dropdown menu found in the top right of the profile
3. Select Edit Candidate Info
4. Scroll down on the Edit Candidate page to the Former Employee Notice section
5. Select to Mark the candidate as a Former Employee and optionally, use the search menu to select a previous employee to link this candidate record to.

Note

Only users in the Terminated status will appear in this former employee list. Deleted and Active users will not be listed.

After Hiring/Onboarding

Once a candidate is assigned an Onboarding Packet, a ClearCompany user account will be automatically generated for them. With this in mind, if a former employee reapplies to your company and was not automatically recognized as a rehire, User Admins in the system can manually link the candidate to their previous employee account by following the steps below.

1. Navigate to Tools > Setup > Users.

2. Search your Active users list for the name of the employee you just rehired.

   

3. Click on the user to pull up their mini-profile and select Manage Records.
   

   

4. In the Connect records section, you will search for the employee's previous profile which had been terminated.

5. Check the box next the employee's previous record.

   

6. Click Update to save your changes.

FAQs

What can a Hiring Manager do vs. Recruiter on the candidate profile?

Recruiters can see the Former Employee notice pill, and check or uncheck the Former Employee notice, connect or disconnect the Former Employee from the candidate (before they’ve been onboarded), and see who they’re connected to from Edit Candidate.

A Hiring Manager can see the Former Employee notice pill, and check or uncheck the Former Employee notice. They cannot select a specific former employee or see details about a former employee that has been selected by someone else.

Employee's Hire Date: Original vs. Latest

When setting up a user throughout the app, either through the user import tool, manually creating one through the Tools → Setup → Users flow, or just through onboarding, the new Rehires feature enables you to define an Original Hire Date and a Latest Hire Date for your rehired employees. 

By default, the system has flows in place to ensure that the Original Hire Date is automatically set if a Latest Hire Date is also provided. In the cases of creating a new user, it is safe to assume that their latest hire date defined at this time is also their original hire date, so we are comfortable having one set the other unless the original hire date is explicitly specified.

Below will outline situations in which a user is created and updated, and what that will mean for their Original Hire Date in relation to the Latest Hire Date.

• A new user is created with an original hire date specified.
  • The user will have the specified original hire date set as their original hire date.

• A new user is created without an original hire date specified, but with a latest hire date specified.
  • The user will have the specified latest hire date set as their original hire date.

• A new user is created with neither an original hire date nor a latest hire date specified.
  • The user will not have an original hire date.

• An existing user is updated with a new original hire date.
  • If a latest hire date is defined and the original hire date is before or equal to the current latest hire date, the user will have the new specified original hire date set as their original hire date. In other words, you cannot have an original hire date set to be after your assigned latest hire date.

• An existing user without an original hire date has their latest hire date updated. 
  • The user will have the specified latest hire date set as their original hire date.

• An existing user with an original hire date has their latest hire date updated.
  • If the latest hire date is after or equal to the current original hire date, the new latest hire date will be set to the latest hire date, and the original hire date will not be affected.

Where do I go to unlink users?

A: Navigate to Tools > Setup > Users > [Name of User] > Manage Records. Under the Disconnect connected records section, select the employee you wish to disconnect and click Update to save your changes.

How are the Latest Hire Date and Original Hire Date affected when I unlink a user?

A: If a user remains in an Active state, their Latest Hire Date will not change. However, the Original Hire Date will update to the Original Hire Date that was listed before the users were ever linked.

If the user is now unlinked and in the Terminated state, both dates on the Terminated user profile will revert to what they were prior to the linking.

When searching for terminated employees to link to, what are the shown dates referencing?

A: The years corresponding to their last term of employment at the company (Note: not role dates).