SnapHire onboarding utilises SnapHire workflow functionality to deliver a seamless, easy onboarding experience for your candidates and users.

Key candidate experience features

Candidate account

Candidates create a verified account when they first sign up on your careers site. Candidates then use this account to apply, manage their profile, and complete other recruitment tasks such as selecting an interview time, or providing referee details. If they are offered the job, candidates receive an email including a link that takes them directly to the onboarding tasks and use their same account to sign in. 

Candidate portal 

Because the onboarding activities are presented within their candidate portal on your careers site, the screens include your organisation's branding, the experience is responsive to different screen sizes and is accessible for those using technology such as screen readers. 

Easy-to-use online forms 

Onboarding tasks are configured to be individual forms, that candidates work through to complete their onboarding. Each task will visually show when it is complete and when it still needs to be done. Mandatory fields are visually highlighted and forms missing mandatory information cannot be submitted. Forms can be configured to present additional information or instructions and can include links to other websites or documentation. 

Onboarding tasks can be configured to require all mandatory information to be configured before the candidate can submit their information and move on to the next step. This reduces the need for recruiters or managers to follow up with candidates who haven't provided all the required information. 

Each action has a configuration setting that allows candidate raisable actions to be categorised into the following groups:

  • Mandatory: Actions that need to be completed before a final action can be submitted.
  • Information: Actions that don't require candidates to submit any information and are there for informational purposes only (e.g. a welcome video from your CEO)
  • Final: An action that can only be raised once all mandatory actions have been completed. These actions are typically used to confirm that all necessary details have been submitted and to move candidates from an 'Onboarding' to an 'Onboarding complete' or 'Hired' bucket in your application workflow
  • Other: Actions that are optional or discretional (e.g. Send a message to recruitment team).

Icons showing mandatory requirements and progress made: 

Multi-section actions

As with the SnapHire application form, actions can be broken down into multiple sections so that questions inside actions can be grouped into meaningful steps tailored to your hiring process.

Custom data field validation 

Fields can be configured to force details entered by the candidate to follow a specific format, such as bank accounts and IRD numbers etc. This mitigates wrong data and typos being submitted by candidates. 

Onboarding instructions 

Instructions specific to the stage the candidate is at can be displayed above the onboarding tasks. Each bucket (recruitment process stage) can have one set of instructions. General information such as who to contact if the candidate has any questions, information on time-frames, or other general links to new starter information such as social club pages etc can be presented. 

Process automation

Candidates can seamlessly move through the final stages of the recruitment process. After being sent offer information, candidates can complete offer acceptance tasks online, then be automatically moved to onboarding tasks, and then onto any follow-up information. These stages are configured to match your onboarding processes. Clear instructions can be configured so candidates know where they are in the process and what is expected of them.

Automatic reminders

Timed application actions can automatically remind candidates to complete their onboarding activities after their application has been in a bucket for more than a specified number of days. See our timed application actions article for more information. 

Onboarding specific to candidate type/workflow/job family 

Candidates are presented with tasks that make sense to them and the job they have been offered. For example, you may not need to capture IRD details for your employees who are being hired into a new job. Or you may not need seasonal employees to fill in a form about joining the social club.

Key user experience features

Bucket views 

Your SnapHire system administrator can configure onboarding bucket views that show the status or outcome of the onboarding tasks. This means users can see the overall status of how candidates are progressing when viewing the list of candidates in the onboarding buckets. For more information on how to configure bucket views, please read the manage bucket views article

Clear and consistent process

Pre-configured email communications and actions mean that users know exactly what the next step in the process is. With actions configured to be specific to the workflow/job family of the job. 

Easy data sharing with other teams/systems 

Online forms are configured to capture data in the format that your HRIS or payroll system requires. Allowing easy sharing of new employee data with other systems via integration, reports or emails. 

Emails can be configured to be automatically triggered on the completion of specific onboarding tasks. For example, if one of the onboarding tasks is to capture the information needed to order a uniform, when completed an email with all the relevant information can automatically be sent to the person who needs it. 

Document generation complements onboarding

Document generation and digital signatures are often the last step before onboarding. Configuring the full offer and onboarding process in SnapHire provides candidates with an easy end-to-end recruitment experience. For more information on Document generation, please read the Document Generator articles