Overview
What the Onboarding Suite is, the tasks it runs, and how a candidate moves from offer to hire.
6 min read
What it is
The Onboarding Suite is the module that manages a candidate's journey from the moment they clear final interview rounds and receive HR approval, through offer, verification, and paperwork, to their official hire date. It sits directly after the recruitment/ATS pipeline and before the candidate becomes an active employee in HR systems.
Where it fits in the overall pipeline
Candidates only become visible to the Onboarding Suite once they reach the HR Accept stage, candidates still in interview rounds are not yet part of this system. This keeps recruitment and onboarding cleanly separated: recruiters own the find and evaluate phase, and the Onboarding Suite owns the convert accepted candidate into hired employee phase.
Why it exists
Once a candidate is approved, there's a distinct set of operational work that has nothing to do with interviewing: sending and negotiating an offer, collecting onboarding paperwork, collecting signed documents and policy acknowledgments, and coordinating orientation all before day one. Previously this work would happen manually over email/spreadsheets; the Onboarding Suite gives it a structured, trackable workflow with role-based visibility and audit history.
The onboarding tasks
Every candidate's onboarding is built from the same set of tasks. You choose which ones apply and in what order when you build the workflow.
- 1Create Offer LetterDraft compensation, role, and schedule details from a template or from scratch, preview the PDF, and send it for signature.
- 2Mail PoliciesSend company policy documents to the candidate for review and signature, either a whole folder or individual files.
- 3Collect DocumentsRequest specific documents from the candidate, by name and accepted file format.
- 4Orientation InviteSchedule a date, time, and location (or virtual link), then send the invite email.
- 5Onboarding PaperworkCandidate submits personal, tax, and direct deposit details online. You review and confirm it to complete onboarding.
How candidates experience it
Candidates never log in. Each task email contains a unique link, tied to that candidate, that opens a page for signing policies, uploading documents, or reviewing an offer.
The onboarding lifecycle, stage by stage
- 1Offer Draft to Offer SentThe offer is built in Offer Builder and sent to the candidate.
- 2Offer Accepted / Rejected / Changes RequestedThe candidate responds from their inbox page. A change request routes back to the recruiter before anything else moves forward.
- 3Onboarding tasks runOnce accepted, the rest of the workflow (policies, documents, orientation, onboarding paperwork) runs based on the sequence that was built.
- 4Paperwork Pending to Onboarding In ProgressStatus updates automatically as the candidate completes each task in the workflow.
- 5Hired or Offer RevokedOnce every task in the candidate's workflow is completed, the recruiter makes the final call: mark the candidate Hired, or mark the offer as Offer Revoked.
Q: Do candidates need to create an account?
No. Every candidate-facing page works from the unique link in their email, no login required.
Q: Can I customize which tasks a candidate gets?
Yes. Use Manage Onboarding to pick tasks and reorder them per candidate or per group before triggering the workflow. See "Building and Triggering an Onboarding Workflow" for the full walkthrough.
Q: What happens if I revoke a candidate mid-onboarding?
Their status changes to Offer Revoked. Anything already completed, like a signed offer, stays on record, but no further tasks are triggered.