How do I send Pre-onboarding handbooks to new employees?

In this guide we explain how to send Pre-onboarding material to your new employees. Make sure that you have created the pre-onboarding material before sending it, read more here. If your organization doesn’t have this integration enabled, contact [e-mail] for more information.

Once the Pre-onboarding feature has been enabled for your organization, start by editing the recruitment flows that will include the pre-onboarding step. Go to “Company settings” > “Recruitment flows”, open the dropdown selection from the three dots and click “Edit” (see the picture below).

Add a new step to the existing flow from the top right corner by clicking “Add step”. Open the dropdown selection that says “Status” and choose “Pre-onboarding”. Write the name of the step in the “Name” field and add translations from the “Default” menu in case the recruitment flow is used in several languages. 

Save the Pre-onboarding step by clicking “Create new step”. The step will automatically appear at the end of the recruitment flow but you can drag and drop it into the correct place according to your needs. 

Click “Save & Exit” to save the recruitment flow changes. Next, update the recruitment flow to all those positions that will have Pre-onboarding in use. Go to edit a position, choose the updated recruitment flow from the dropdown menu and save the change (see picture below).

Now the recruitment flow has been updated to the position and all of its candidates. Repeat the same with other positions as well. 

In case you want to edit the Pre-onboarding message that is sent to the hired candidates, you can do it from “Company settings” > “Status updates”. Read more about editing status updates here.

Sending the Pre-onboarding material is easy. Go to the “Candidate view” and move the hired candidate to the “Pre-onboarding” step in the recruitment flow. A dialogue will open and you are asked to define the pre-onboarding team and the employment start date (see picture below).

After clicking “Send”, an automatic invitation message will be sent to the candidate. Pre-onboarding status is now visible under the recruitment flow. You can follow the progress of the pre-onboarding as shown in the picture below. 

In case you need to send the pre-onboarding handbooks to a hired candidate who doesn’t have an application in the system, you can do so in the pre-onboarding admin view. Go to the “Add-ons” page and click “Open” from the Pre-onboarding box as shown in the picture below.

Next, open the “Teams” tab and choose the correct team for the hired candidate. Open the team and add the employee’s information by clicking the button “Add employee”. 

Fill in the information and finish the action by clicking “Add employee”. Note that the pre-onboarding handbooks will be sent to the employee immediately after clicking the button.