Joining Procedure Flow

The Joining Procedure Flow defines the complete onboarding journey for a candidate after selection. It provides a dynamic visual workflow builder that allows HR teams to design, configure, and manage every step involved in the employee joining process in a structured and sequential manner.

Designing Joining Procedure Flow:

Select a Position / Flow (for example, Common Flow).

View all onboarding stages arranged visually from start to end.
Each stage represents a specific onboarding activity.
Stages are connected to clearly define the execution order.
Use Save, Copy, or Clear actions to manage the flow.

The left panel lists all available stages, while the main canvas shows the connected onboarding workflow.

Customizable Stages:

The joining process consists of multiple configurable stages, such as:

Explain & Send Policy
Background Verification
Issuing Offer / Appointment Letters
Account Creation
Assign Asset
Assign Goodies
Collect Documents
Final Offer Confirmation

These stages are fully customizable and can be created or managed separately, allowing organizations to adapt the onboarding flow to their internal processes without changing the workflow structure.

Visual Workflow Builder:

The visual builder allows administrators to:

Add onboarding stages to the flow
Connect stages to define execution order
Rearrange stages as required
Remove stages or connections easily
Clearly visualize the entire joining process in one screen

This ensures transparency and clarity across all onboarding steps.

Stage Configuration:

Clicking on the Settings icon of any stage will open its stage configuration in which you can specify the task owner, employee, task completion details and setup reminder emails.

You can specify if any stage applies to employee, intern or both by checking the flag options. Enable the Task Owner Timer flag if you want to apply the stage configurations you made in the above step to this stage.

Policy Info.:

Enable and configure the WhatsApp Template button if you want to send alert on WhatsApp.

After enabling the Explain and Send Policy button, you can select the applicable policies and email templates for sending that policy to the employee/ intern.

You can also edit the selected policy by clicking the eye button as shown below:

Background Verification:

Same way, for this stage, enable the Document Collection button to select the required documents to be collected from the employee/ intern.

Same way, enable the options Send Offer Letter, Agreement Sign, and Send Appointment Letter for their respective stages to select the necessary letters.

For Account Creation and Intern stages, enable the Code Generate and Intern Generate options. Similarly, configure the remaining stages.

The stage-level configuration ensures flexibility and precision in the onboarding process. This ensures a streamlined, adaptable, and well-controlled joining process aligned with organizational requirements.

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Joining Procedure Flow

The Joining Procedure Flow is used to define the joining or onboarding procedure for the organization’s recruitment flow.

Using this flow, the organization can:

Send policies

Give joining goodies

Generate / acknowledge / send letters to candidates

Create Employee, Intern, Apprentice, Trainee, or Consultant records

Assign assets

Collect documents

Perform background verification

Flow Selection

On the left-side panel, the organization can:

Select the Opening

Select the Stages

The flow can be saved and also copied for another opening.

There are two types of flow creation:

Create a Common Flow for all openings

Create a Separate Flow for each Opening, so that the opening follows its own flow instead of the common flow

If an opening is selected from the left side and no flow is visible, it means the opening is following the common flow.

If a flow is created for an opening and the organization wants it to follow the common flow again, click the Clear button available in the workspace/canvas.

Steps to Create a Flow

All stages created in the Joining Stage Setup will be visible here.

To perform any action in a stage:

That stage type must be used in the workspace/canvas

The required option must be enabled in that stage

Once the option is enabled in the joining stage, it can be used for Intern Flow or Employee Flow.
A single stage can be used for both Employee and Intern.

For Intern-to-Employee transition flow, select the Repeat option.

First, the flow will execute for the Intern

During conversion to Employee, only the stages with the Repeat option enabled will execute again

Stage Options

Generate Intern

Used to create an Intern record.
Enable this option if the flow is used for Intern onboarding.

Code Generate

Used to create an Employee record.
Enable this option if the flow is used for Employee onboarding.

Give Joining Goodies

Enable this option to provide joining goodies.
Only consumable items will be visible for selection.

Task Owner Timer

Enable this option if the recruiter or task owner needs to track time spent on that stage.

This can also be updated from the (🛈) Info button.

Introduction Email

Enable this option to send an introduction email to the candidate.

Select the Email Template

Configuration can also be updated using the (🛈) Info button

Explain and Send Policy

Enable this option to send policies via email.

Configuration includes:

Select the Policy

Select the Email Template

This can also be updated using the (🛈) Info button.

Document Collection

If the organization wants to collect documents, configure the following:

Whether the document is Required or Optional

Whether the document should be Original or Xerox

If the document is marked as Original:

Another letter can be sent using an Email Template

Link expiry days can be defined for agreement signing

The system also allows:

Sending a document collection link

Setting default expiry days

These options are available from the top-right side.

Agreement Sign

Enable this option if the organization requires an agreement signing process.

Configuration includes:

Select the Agreement Letter

Set Reminder/Event days for agreement generation

Option to consider only working days

Set Acknowledgement Link Expiry Days

Select the Email Template

If the Agreement Letter contains a Document Tag, and the organization wants to attach documents:

Select the documents that were collected during the Document Collection Stage

Attach them to the Agreement Letter

Letters

Send Offer Letter

Used to generate and send the Offer Letter.

Configuration includes:

Select the Letter

Select the Email Template

Set Acknowledgement Link Expiry Days

Send Appointment Letter

Used to generate and send the Appointment Letter.

Configuration includes:

Select the Letter

Select the Email Template

Set Acknowledgement Link Expiry Days

Send Other Letter

Used to generate and send other types of letters.

Configuration includes:

Select the Letter

Select the Email Template

Other Options

Asset Allocate

Enable this option to assign assets to the employee during the joining process.

Assign Training

Enable this option to assign training programs.

Configuration includes:

Training assigned based on Department

Select the Number of Trainings

Survey

Used for Background Verification.

Configuration includes:

Select a Form with type Background Verification

Set Form Submission Limit

Common Configuration (Gear Icon on Stage Card)

From the top-right Gear Icon, reminders can be configured for the Task Owner.

The Task Owner can be:

Candidate

Employee

User Role (Employees assigned to that role)

Application Assignee (Recruiter)

Department (Employees in that department)

Sub Department (Employees in that sub-department)

Reminder Configuration

The organization can send reminders:

Before Joining Date

After Joining Date

Additional reminders can also be sent to the Assignee (Recruiter):

Before Due Date of the Stage

After Due Date of the Stage

Example:

If 10 days are given to complete the Agreement Process, reminders can be sent:

Before the Due Date

After X days, at a selected time

If the stage includes Agreement Sign, reminders can also be configured for the Candidate.

Flow Execution

By configuring and connecting stages sequentially, the Joining Procedure Flow can be created.

Note

Changes made in the flow do not affect already created applications.

If the organization wants to run the flow based on the new configuration:

Delete all follow-ups until the Interview Stage

Select the candidate again

Run the flow again

This should be done only if required. Otherwise, it is recommended to create a new application.

During deletion of follow-ups, the system may ask whether to:

Delete Employee

Deactivate Employee

Do Not Delete Employee (if the employee record is already created)