FAQ: Onboarding | Offboarding | Candidate & Employee Onboarding
Trigger Employee Onboarding button is not visible. Why?
Follow these steps to enable the Trigger Employee Onboarding option for your Zoho People account:
Navigate to Settings (gear icon) > Onboarding > Employee Onboarding > Preferences and check if 'Trigger Employee Onboarding automatically' has been enabled.
If enabled, disable the option and refresh the page and navigate to Settings (gear icon) > Manage Accounts > Users > Click on the check box for the respective User > Trigger Onboarding.
I am unable to convert a candidate to an employee profile. What’s the solution?
Once a candidate has completed their onboarding, you have two options for transitioning:
Convert them as a User
Convert them as an Employee Profile
Please note that User licenses and Employee Profile licenses are different and must be purchased separately. You can check your available licenses by navigating to Settings (gear icon) > Manage Accounts > Subscription.
Here are the key differences between user and employee profiles:
Users: These are employees who will have an email address and password and will be able to login to their account. They can access their self-service and perform various actions
Employee Profiles: These are employees who cannot log in to their account. These employees' details are maintained by the organization in the account. Security staff and contract workers can be examples of such employees. Since these employees cannot login to their account, based on set permissions, their manager or the Admin can apply leave or submit timesheets for them
If you require further assistance, write to support@zohopeople.com
An employee has left the organization and joined again. How should I manage this?
Follow the steps to handle employee rejoining in the system:
If the employee is rehired with the same email address:
1. Go to Settings > Zoho > View details (under Zoho Directory) > View > Users.
2. Select the user and click Manage Email Address.
3. Add the new email as a Secondary email (e.g., [user_ex@gmail.com])
4. Mark the secondary email as Primary and delete the old one.
5. Once updated, add them as a Candidate and proceed with the onboarding.
If the employee is rehired with a different email address:
Simply add them as a Candidate in the onboarding process and proceed.
What is the difference between Candidate Onboarding and Employee Onboarding?
Zoho People streamlines onboarding with the following two flows:
Candidate Onboarding Flow
A pre-onboarding flow that you can customize to send invites to selected candidates, enabling them to fill
out their personal and professional details. You can release and obtain a signed copy of the offer letter,
terms and conditions of employment, a background check authorization letter, a Non-Disclosure
Agreement (NDA), and other company-specific forms that are required to be completed by the candidate
before joining the organization.
Employee Onboarding Flow
An onboarding flow that you can customize to provide your new hire with a comprehensive introduction to
the company. This includes documents and policies that need to be read and accepted, an introduction to
their team members, and a brief overview of their goals and required training for a smooth transition into
their role once they have joined the organization.
How to create different Candidate & Employee Onboarding flows applicable for different locations or designations?
Follow the steps below to create new onboarding flows with different applicability:
- Navigate to Settings > Onboarding > Configuration > Candidate/Employee Onboarding > Flow > Add New Flow
- Give a flow name and configure the applicability based on location or designations as required.
Why is the added candidate not receiving the onboarding invitation email?
Follow the steps below to review the From address from which the onboarding invitation email is triggered, and then check whether DKIM is authenticated for the particular domain.
- Navigate to Settings > Onboarding > Automation > Notifications
- Edit the “Welcome Email to Candidate” template
- Review the configured From address from which the email is triggered
- Next, navigate to Settings > Manage Accounts > Organization Setup > Email Authentication > Check if the DKIM status of the particular domain is authenticated. If not, authenticate the DKIM by following the email authentication steps.
Why the candidates encountering an error while uploading a document in the field upload field during the onboarding process?
Third-party cookies must be enabled in the candidate’s web browser. Note that Apple’s Safari browser has third-party cookies disabled by default. If candidates are using Chrome, Microsoft Edge, Mozilla Firefox, Opera, or Safari, refer to the link below to check whether third-party cookies are enabled in their web browser.
Why the newly added field in the Candidate form is not visible for the candidate during the onboarding process?
Once a new field is added by the admin in the Candidate form, ensure that the field permission (View/Edit permissions) for the Candidate role is granted.
Follow the steps below to review and update the field permissions for the newly added field.
- Navigate to Onboarding Settings
- Go to Permissions tab and select Field Permissions
- Ensure that 'Candidate' form is selected for the role 'Candidate'
- All the fields will be listed below, click on the icons adjacent to field under 'View' / 'Edit' to allow My Data access. (person icon).
How do I securely collect digital signatures and policy acknowledgments during the onboarding process?
To securely collect digital signatures and policy acknowledgments during onboarding, enable Documents and Policies in the onboarding flow. You can add documents that candidates must read, accept, or sign.
Add Mail Merge Templates such as offer letters, terms and conditions, NDAs, and other company-specific documents.
Choose Accept/Decline to let candidates acknowledge a document, or select Zoho Sign to collect a digital signature.
For e-signatures,integrate Zoho People with an available e-sign platform such as Zoho Sign, DocuSign, or Adobe Sign.
Add organizational policies and other documents to the Documents to be read section. These documents must be available in Organizational Files with applicability set to All.
Customize the description shown in the Documents and Policies section to provide candidates with relevant instructions.
Why all documents are not listed to choose while configuring the Documents to be read in the Candidate Onboarding flow?
Only the documents (organization files) that are shared with the entire organization will be listed in the particular section.
Follow the steps below to review whether the organization files are shared with the entire organization.
Navigate to Operations > Files > Organization Files and edit the specific file permission and ensure it is shared with the entire organization
Can I assign onboarding tasks to existing employees rather than the new hire (e.g., assigning IT to set up a laptop)?
The Onboarding Checklist can be configured to trigger specific tasks to existing employees and corresponding actions upon completion of the checklist such as email alerts, field updates and custom functions.
How to map the data of Candidate form to the Employee form when converting a candidate to an employee?
Follow the steps below to map the fields of the Candidate form to the Employee form.
- Navigate to Settings > Onboarding > Flows > Candidate Onboarding > Preferences
- Click Map Form Fields and select the relevant candidate form fields for the provided employee form fields to update candidate information to the Employee form automatically.
This will ensure that the data is auto-populated in the Employee form when a candidate is converted to a user