HireQuotient

Completing the onboarding paperwork

How candidates submit onboarding paperwork online, and how recruiters get notified and confirm it to advance them.

3 min read
The Onboarding Paperwork task sends candidates a form link to submit personal, tax, and direct deposit details themselves. Once submitted, the recruitment team is notified and must confirm the info before the task counts as done. This picks up after the candidate accepts the offer, covered in 'Candidate view: reviewing and accepting the offer.'
  1. 1
    Check onboarding progress anytime
    From the recruiter dashboard, open any candidate's profile to see how their onboarding tasks are progressing at a glance.
    Check onboarding progress anytime
  2. 2
    Spot a task that's still pending
    Here, Task 5: Onboarding Paperwork is still waiting — the candidate hasn't submitted their info yet, so the recruiter can't advance them.
    Spot a task that's still pending
  3. 3
    Candidate gets the paperwork form link
    This is the Onboarding Paperwork element from your workflow (see 'Build the onboarding workflow'). The candidate receives an "Action Required: Complete Your Onboarding Information" email and clicks Complete Onboarding Form.
    Candidate gets the paperwork form link
  4. 4
    Candidate lands on the info form
    The link opens a candidate-facing "Complete Your Onboarding Information" page for entering personal, tax, and direct deposit details needed to finish onboarding.
    Candidate lands on the info form
  5. 5
    Candidate fills in personal details
    The Personal Information section collects name, preferred name, previous company, SSN, date of birth, gender, ethnicity, disability description, and smoker status, plus uniform sizing.
    Candidate fills in personal details
  6. 6
    Candidate adds tax and deposit info, submits
    Further down: emergency contact, federal and state tax filing status, and direct deposit account details. The candidate clicks Submit Onboarding Information to send it in.
    Candidate adds tax and deposit info, submits
  7. 7
    Candidate sees a confirmation screen
    An "Information Submitted!" screen thanks the candidate and tells them their recruiter will review the submission shortly.
    Candidate sees a confirmation screen
  8. 8
    Recruitment team is notified by email
    An "Action Required: Review [candidate name]'s Onboarding Form" email lands with the recruiting team, linking to Review & Complete Onboarding Form so they can check the submission and fill in department and payroll fields.
    Recruitment team is notified by email
  9. 9
    Action required flag appears for the recruiter
    Back on the candidate's profile, Task 5: Onboarding Paperwork now shows an Action Required badge, and the candidate's application is tagged "Onboarding Paperwork" too.
    Action required flag appears for the recruiter
  10. 10
    Recruiter confirms and advances
    The recruiter fills in remaining fields like hire date, rehire eligibility, currency, and compensation status, then clicks Confirm & Advance. Reset & Retrigger instead resends the form if the candidate's info was wrong.
    Recruiter confirms and advances
  11. 11
    Onboarding Paperwork is complete
    Task 5 now shows a checkmark and the candidate's submitted data for reference. Next, the recruiter marks the candidate hired or revokes the offer — see 'Marking a candidate hired or revoking the offer.'
    Onboarding Paperwork is complete
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Candidate view: reviewing and accepting the offer
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Marking a candidate hired or revoking the offer