Candidate Onboarding Reports
The Candidate Onboarding Reports section allows you to invite candidates and monitor their onboarding status. Once they have completed their onboarding, you can fill out the checklist, mark the candidate's onboarding as completed, and convert them to an employee.
Initiate Candidate Onboarding
To initiate the candidate onboarding for the candidates:
- Navigate to Operations > Onboarding > Track Onboarding > Candidate Onboarding Reports and click Invite Candidate.
- To invite candidates one by one, select Single Invite tab and do the following
- Enter candidate First Name, Last Name and Email address.
- Select Candidate Work Location and Job Title.
- In Trigger Onboarding,
- Select Yes to trigger the Candidate Onboarding process.
- Select No to add the record to Not Triggered tab for future onboarding.
If you want to invite multiple candidates, select the Multiple Invite tab and enter the email addresses of the candidates separated by comma.
Upon Triggering, the candidate will receive the welcome email where they can set a password for the Candidate Onboarding portal, sign in and complete their onboarding process.
Resend Invitation
You can resend the onboarding invitation to candidates who have not yet set a password for their portal.
To Resend Invitation:
Navigate to Operations > Onboarding > Track Onboarding > Candidate Onboarding Reports > Onboarding in Progress, select the record and click Resend Invitation.
You can also click Copy Portal Link to share the onboarding portal link with the candidate if they have lost the portal email or link after initiating the process.
Candidate Onboarding Tabs
- Onboarding In Progress: Candidates for whom the onboarding is triggered and in progress are listed in this tab.
- Not Triggered: Candidates for whom the record is added but onboarding is not triggered are displayed in this tab. You can select the record and trigger onboarding for the candidate or add them directly as Employees.
- Onboarded: Candidates who have completed the Candidate Onboarding process and marked as onboarded by administrators are listed in this tab
- All: All the above tab records are listed in this tab, in addition candidates who have been converted to employees are listed.
Candidate Onboarding Status
- Triggered: Candidate for whom the onboarding process has been initiated.
- Not Triggered: Candidate for whom the onboarding process has not been initiated.
- Onboarding In Progress: Candidate whose onboarding process has been initiated and they are yet to complete their onboarding process.
- Completed by Candidate: Candidate who has completed their onboarding process and admin yet to mark the onboarding as completed.
- Onboarded: Candidate for whom the onboarding is marked as completed.
- Converted to Employee: Onboarded candidates who has been converted to an employee.
- Reopened by Admin: Admin has reopened the candidate's onboarding process.
- Inactive: Candidate for whom the onboarding process was initiated and they failed to complete it within the specified duration.
View Onboarding Status
To view the detailed candidate onboarding status of specific employee:
Navigate to Operations > Onboarding > Track Onboarding > Candidate Onboarding reports, and select any of the tabs.
Click on the Onboarding Status.
The detailed view of the onboarding is displayed.
The detailed view of the onboarding is displayed.
Mark as Completed
This option is available if Allow administrators to mark the onboarding as completed is enabled in Settings > Onboarding > Flows > Candidate Onboarding > Preferences. If this option is not enabled, once the candidate completes the onboarding process, they will be automatically marked as onboarded and moved to onboarded tab.
Candidates who have completed their onboarding process, or if you are satisfied with the information provided by the in-progress candidates, you can mark their onboarding as completed.
To mark candidate onboarding as completed:
Navigate to Operations > Onboarding > Track Onboarding > Candidate Onboarding Reports > Onboarding in Progress, select the record and click Mark as Completed.
Convert to Employee
Once the candidate have completed the onboarding process, they will be moved to Onboarded tab, where you can convert the candidates to Employees.
To convert Candidate to Employee:
Navigate to Operations > Onboarding > Track Onboarding > Candidate Onboarding Reports > Onboarded, select the record and click the Convert to dropdown and select any of the following option
- Invite Users: An email invitation will be sent to the user, allowing them to log in to the Zoho People application. Once they have logged in, the user will be added to Zoho People user records.
- Add Users Directly: Users will be added directly to Zoho People user records, and you (the Administrator) will receive an email containing the user's email ID and password. which you can share with them to grant access to Zoho People
You can set the password preference to either auto-generate or use a field from the candidate form in the Settings > Onboarding > Preferences > Map Form Fields - Employee Profiles: A user record will be added to Zoho People. However, the user will not have access to Zoho People.
Upon conversion the status will change to Converted to employee.
Reopen Candidate
Typically, the onboarding process is marked completed when the candidate at the end of the onboarding process clicks Complete Onboarding. Once this action is done, the candidate will not be able to access the portal again in case they have missed filling any required information. Enabling this setting allows the admin to reopen the onboarding for such candidates and gives the admin alone the option to mark the onboarding process as completed.
Let's look at the step-by-step process of this scenario: (the setting must have been enabled)
- Click on the name of the candidate for whom you want to reopen candidate onboarding.
- Click Reopen at the top right corner of the popup screen.
- You will see this popup in which you can customize the email to be sent to the candidate.
- Click Okay.
You can now see the status changed as Reopened by admin.
The candidate can now re-login and fill in the missing details and finally when all details are filled the admin can mark the process as completed.
Export Reports
Navigate to the required Candidate Onboarding Reports tab and select Export Report to download candidate onboarding reports of in progress, not triggered, onboarded or all candidates report.
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