Building and Triggering an Onboarding Workflow

Step by step

1. 1

   Select candidates and open Manage Onboarding

   From the Onboarding Suite Dashboard, check the box next to each candidate you want to onboard, then click Manage Onboarding. This carries your selection into the workflow builder.
2. 2

   Build your task sequence

   In the Task Library column, you'll see the tasks enabled for your organization (configured in Settings), for example: Create Offer Letter, Mail Policies, Collect Documents, Orientation Invite, Uniform Size, Background Check. Drag a task from the library into the Trigger Workflow column to add it, and drag within that column to reorder. Tasks run in the order you set here, one after another, per candidate.
3. 3

   Save your workflow as a reusable template

   Once you've built a task sequence (order, plus defaults like orientation date offset or offer letter field defaults), click Save Workflow to store it for future candidates, so you don't have to rebuild the same sequence every time. Give it a name when prompted. Next time you're building a workflow, click Load Workflow at the top of the builder to pick from your saved templates. This repopulates the Trigger Workflow queue with the same tasks, order, and defaults, ready to run against a new set of candidates. You can update an existing saved workflow the same way (edit the queue, save again over the same template) if your standard process changes.
4. 4

   Configure "Create Offer Letter"

   Click the Offer Letter step to open it in the Task Details panel. This embeds the full Offer Builder inline: fill in the offer fields manually per candidate (job title, salary, joining bonus, start date, offer validity, employment type, location, compensation breakdown), or click Upload CSV to bulk-fill offers for every candidate at once. Click Template first if you need the exact column headers: email, jobTitle, annualSalary, joiningBonus, startDate, offerValidity, employmentType, location, baseComp, equityComp, allowanceComp. Each row is matched to a candidate by email, and matching rows auto-fill that candidate's offer form. Switch to the Preview tab to see the generated offer letter and download it as a PDF. If a candidate's email doesn't match any row in your CSV, a warning badge appears on this step, since their offer won't be filled in.
5. 5

   Configure "Mail Policies"

   Click the Mail Policies step. Select which policy documents from your organization's library to send this round. To add a new policy, drag and drop a PDF, JPEG, or PNG into the upload area (or click to browse), optionally give it a title, then it's saved into your org library for future use. You can rename, delete, or preview any policy from here.
6. 6

   Configure "Collect Documents"

   Click the Collect Documents step. Check which of your organization's required documents (set up in Settings, see the "Configuring Required Documents from Candidates" article) to request in this send. If you need a document type that isn't in the list yet, click Add field to define its name, optional instructions, and allowed file formats right from here, no need to leave the workflow to go to Settings. This is where the document-to-upload options are chosen for this specific batch.
7. 7

   Configure "Orientation Invite"

   Click the Orientation Invite step. Set the required Date & Time and Location (a virtual meeting link and notes are optional). You can load a saved email template or leave the subject/body blank to auto-generate one. Click Preview email to see exactly what the first pending candidate will receive before sending.
8. 8

   Uniform Size and Background Check

   These two steps don't need extra setup. Add them to the queue in the position you want; when the sequence is triggered, the uniform-size link or background-check initiation goes out automatically at that point in the sequence.
9. 9

   Confirm the sequence

   Once your queue is built and every step with required fields is filled in, click Confirm at the top. A review dialog opens showing: how many candidates will be included; any candidates skipped (already mid-onboarding, or missing an email on file); and, if Offer Letter is in the queue, a live progress bar as each candidate's offer PDF is generated and saved, which must finish before you can proceed.
10. 10

    Proceed

    Click Proceed. This locks in the sequence for each candidate and immediately fires the first step in your queue (for example, sending policy emails or document requests). You'll see a confirmation toast ("Onboarding started for N candidates"), and you're returned to the Dashboard.