Converting a Candidate into an Employee

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Table of Contents

Steps to Convert a Candidate into an Employee:
Important Notes:

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

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.

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.