---
title: Converting a Candidate into an Employee
description: In HRSimplified, once a candidate accepts a job offer, the system allows you to convert them into an employee and trigger the onboarding process. This guide explains how to perform the conversion, approve onboarding, and activate the employee within the…
url: "https://hrsimplified.org/docs/converting-a-candidate-into-an-employee/"
updated: "2024-10-09"
category: "Recruitment & Onboarding"
---

# Converting a Candidate into an Employee

In HRSimplified, once a candidate accepts a job offer, the system allows you to convert them into an employee and trigger the onboarding process. This guide explains how to perform the conversion, approve onboarding, and activate the employee within the system.

![Onboarding screen in HRSimplified that lists all the Employees that are pending onboarding for approval](https://hrsimplified.org/wp-content/uploads/2024/10/image-59-1024x576.png)

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## Steps to Convert a Candidate into an Employee:

### 1. **Locate the Accepted Offer**

- **Log in** to HRSimplified and navigate to the **Recruitment Module**.
- Under the **Offers** menu, locate the accepted job offer by finding the relevant candidate.

### 2. **Select "Create Employee" from the Action Menu**

- Next to the candidate’s accepted offer, click the **Action button** (dropdown menu).
- Select the **Create Employee** option. This option is only available **after the job offer has been accepted**.

### 3. **Onboarding Workflow**

- After selecting **Create Employee**, the onboarding process is triggered and moved to the **Workflow** section.
- Navigate to **Workflows → Approvals → Onboarding Employees**.
- As an **HR Executive**, you will see the newly created onboarding activity for the employee here.

### 4. **Approve the Onboarding**

- In the **Onboarding Employees** section, locate the employee and click the **Actions** dropdown next to their name.
- Select **Approve Onboarding** from the list of actions.
- Once approved, the employee will be created in the **All Employees** section.

### 5. **Find the Employee and Activate Their Account**

- After onboarding approval, go to the **All Employees** section to find the newly created employee profile.
- The employee will not be **activated** yet. To activate them:
  1. Open their profile and assign them a **company username** (preferably their **company email**).
  2. This ensures that the employee’s work account is linked to their company profile and not their personal email from the candidate application.
  3. Once activated, the system will send them an invite to log in and access their employee account.

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## Important Notes:

- **Username Activation**: Always assign a **company email** as the employee’s username during activation. This ensures that the candidate’s personal email is not linked to their employee profile, allowing proper separation between their candidate and employee roles.
- **Onboarding Workflow**: The onboarding workflow must be approved by an **HR Executive** before the employee is officially added to the **All Employees** list and can start using their account.