How to
Hire someone and get them onboarded
A new person on the roster who filled in their own details, signed what they had to sign, and left a record of every step.
- 1
Open the position the person is being hired into and move their candidate record along to offer.
Team · workspace → hiring → positions, then candidates
The position carries the headcount and which checks the role requires. Hiring against the wrong position quietly applies the wrong requirements.
- 2
Send the offer, then copy the invite link it gives you and get it to the person yourself.
Team · workspace → hiring → offers
The link is shown once, at that moment, and nothing emails it for you. It expires after 7 days — resend from the offer rather than reusing an expired one.
- 3
The new hire works through their own steps from that link: personal details, bank details, documents, background check, policies, then training. Each step unlocks the next.
Their employee record is created when they finish personal details, not when they accept. Until then there is nobody on the roster to look up, and that is expected.
- 4
Watch the onboarding tasks fan out. The hire, their manager, the hiring manager, and workspace admins each get the items that are theirs.
Work · inbox, or the task list
These are ordinary tasks. Completing one in either place completes it in the other — do not track them twice.
- 5
Anything that needs signing rides on the onboarding packet and goes out through the normal signing flow.
Documents
A hire's packet is the union of every template that matches their position and job family. Templates add to one another; a later one does not override an earlier one, so the same form listed twice is deduplicated rather than asked twice.
- 6
Before you call it done, open the onboarding record and clear anything held — most often a background check waiting on a person.
Team · workspace → hiring → onboarding
A check that cannot reach the provider resolves as review-required, never as a pass. Somebody has to decide it, and that decision is recorded.
Worth knowing
- Adverse-action letters are not sent for you. When a check comes back failed or review-required, Team opens a tracking task for admins and the letters remain your process.
- What a new hire can reach on day one comes from the position's role template, so getting the position right is also how their access comes out right.
- Ending someone's employment is the mirror of this: it closes their record with an end date and withdraws their sign-in.