Opening (Joining Procedure)

To open this, navigate to Recruitment->Openings and click on the eye button in the Position Title column for the position whose joining procedure you want to start. 

To start the joining/ onboarding procedure of a candidate, first add the follow-up/candidate status as Selected after completing the interview. 

• Select Employee Type (Intern or Employee). Based on the type that type of flow will be executed.
• Add the Follow Up Date and Time.
• Select the Joining Company, Branch, Department, Sub-Department, Designation, Reporting Person, and the Letters that we will generate during the flow.
• Add description if want to add for the follow up.

Once this status/follow-up is added the tab for the On-Boarding Procedure will be visible, from there based on the organization’s on-boarding flow created at joining procedure flow, all the stages will be visible.

Note: For Every nth stage the configuration and process happens ate n-1 stage.

Salary Calculator: 

In any flow, for the first stage there will be a Salary Calculator. Using that, we can create the structure and salary breakup for the candidate and download it. 

Task Owner Timer: 

If the Task Owner Timer option is enabled in any of the joining stages while designing the flow, the timer will run for that particular stage for the recruiter and he/ she can track the time spent on that stage.

Policy Stage: 

For this stage, enable and configure the Explain and Send Policy button while designing the flow. Then, click on the Send Policy button to send the policy mail to the candidate. Moreover, you can also CC or BCC the policy mail to anyone in the company through the tags { } option.

For moving on to the next stage, click on the Next Stage button after completing a stage.

Background Verification: 

Note: For freshers who don't have a past working experience for the background verification form/ survey to be filled, their background verification can be done through document collection like Aadhar Card, Pan Card, etc. For that, enable the Document Collection option while designing the flow.

For this stage, click on Send Document Upload Mail button. (This stage is done from the flow side)

The candidate will receive the mail with the login credentials for uploading the documents. Once he/she uploads the document(s), it will be visible to the recruiter for verification.

From here, you can preview and download the document, then you have to upload and verify it.

The link will automatically expire once its expiry date has passed. However, by clicking on the Link Expire button, you can manually make the link expire before the scheduled date. Moreover, you can re-active a link after it has been expired by clicking on the Link Active button.

By clicking on the below showed button, you can view the history of uploaded document(s).

Now for the background verification of candidates who have past work experience, enable the Survey button and configure it while creating the Background Verification joining stage, then you'll see the link for the selected survey form. 

Once the form is filled and submitted by the candidate's past employer, a new tab Background Verification Survey will be visible next to the Other Opening(s) tab. From here, you can view the form response.

Collect Document:

Similar to the Background Verification stage's document upload part, you have to enable the Send Document option in the flow and configure it for this stage and send Document Upload Mail to the candidate. The candidate will receive the mail with the login credentials through which he/ she can upload the documents.

Once the documents are uploaded from the candidate's side, you'll be able to preview, download, upload and verify it the same way as the previous stage.

Letters Stage: 

Note: Letters will be selected by default which are configured during the flow.

For the letter generation stages (Agreement Stage, Appointment Letter Stage, and Offer Letter Stage) there will be options to generate a letter or upload a letter.

Note: Only the Agreement Letter type will have an option to collect documents too in that stage. If the button of Document Collection is selected while creating the Joining Flow, documents can be collected from the candidate in this stage.

 After clicking on generate letter, the tags will be visible with the replaced or the actual values and if custom tags are present in the letter then we can also change values for those tags. 

After the letter is generated, the Letter ID and Letter Name will be visible. The redirect button in next to the letter name will redirect to the Letter Log page where the details and status of the letter will be shown.

The letter is then sent for approval (if Approval Required box was checked while configuring it) according to the approval hierarchy created for it. Its approval status will be visible in the stage as well.

Once the respective person approves it from the Approval section, it will show the status as Letter Approved and the recruiter has to first download it, upload it and then he/she can send it to the candidate. 

If the Send Acknowledgement Mail option was checked during the letter configuration, an option to Send Letter Acknowledgement Mail will be shown and its status (pending) will also be shown. You have to click on it to send it. 

Note: The send acknowledgement mail option will be visible only after the letter is approved.

In the mail, there will be credentials for adding signature either through file or they can sign it on screen/canvas. The candidate will receive the letter and he/ she can send the acknowledgement.

While sending the acknowledgement, there will be options to CC and BCC that email to anyone in the company. This can be selected through tags shown below.

Here also, you can turn the link active or expire flexibly. Once acknowledgement from the candidate side is done, the status turns verified and the new button will be visible to attach the acknowledgement signature with document.

Note: This letter process works for every letter type based on the letter configuration configured during creating the letter and during configuration of the flow.

During the letter generation (Appointment Letter and Offer Letter stages), a form to add the salary details for the structure is also visible which is also there at the first stage in the salary calculator. 

In this, we can add that salary data while the letter is generated and if the letter has the salary data tags, salary table will also be visible in the generated letter.

The rest of the process is same as that of the Agreement Letter stage.

Account Creation/Generate Intern:  

Note: Account Creation/ Generate Intern cannot be in same stage but the functions of this stages are the same, the only difference is that when Account Creation is selected, we cannot create an Intern Profile and vice-versa. This option is visible at the time of adding candidate follow up Selected as Employee or Intern.

For this stage, the configuration of Code Generate/ Generate Intern option must enabled in the stage of Account Creation or Intern.

• While creating an employee, we need to select the Type (Employee, Apprentice, Trainee or Consultant). 
• We can add a custom employee code or even the series number.
• Then we need to select the Follow Up Date and Follow Up Time.
• There's also an option to send the account creation mail to the candidate.
  
• Then select the User Role, Report To Person, Approve To Person, and the Employee Default Configuration.

After creating it, an Employee Code will be generated for the candidate. Clicking on this will redirect to Employee 360 of that candidate.

Note: You need to fill Overview, Policy Info., and Shift Data of the employee in the Employee 360 to Assign Training.

Assign Goodies: 

For this stage, the Give Joining Goodies option must be enabled and then the selected items will be assigned to the candidate on joining. 

Assign Asset: 

For this stage, the option of Assign Asset must be enabled, then click on Asset Allocate, and then the selected assets will be assigned to the candidate on joining. 

Training Assigned: 

If Assign Training option is enabled in the flow, then in this stage we can assign/select the training and the trainer. Once the shift data, policy info, and everything is assigned, they can start the training (This stage is done from the application side).

Once every stage is completed, click on Complete Procedure to finish the onboarding/ joining procedure.