The candidate's journey typically ends once they are hired, but their experience as an employee is only just beginning. Maintaining strong communication and offering support for new hires helps keep them engaged and sets the foundation for long-term success.
With Teamtailor’s Onboarding feature, you can seamlessly transition from a great candidate experience to an equally positive employee experience, ensuring new hires are prepared to take on their new roles.
✨ A Company Admin user needs to request this feature to be added by your Teamtailor contact person or support team. Please note that this feature may come with an additional cost.
Templates
Each onboarding process in Teamtailor is based on pre-defined templates set up in your account. A template with specific tasks and content can be customized to suit different departments, locations, or teams. When initiating an onboarding, you can select one or more templates to ensure the process aligns with the new hire's role.
Head over to Settings → Templates → Onboardings to get started!
Onboarding settings
In the first section, you can configure a template to be suggested as a welcome message for all new onboardings. This message will appear on the candidate's onboarding dashboard and be sent as a welcome email, with the selected Onboarding Manager for the onboarding as the sender.
To personalize this message, the following placeholders can be added:
{first-name} The candidate's first name
{last-name} The candidate's last name
{full-name} The candidate's full name
{job-title} The job's title.
Set up an onboarding template
Click the pink + button to create a new onboarding template or select an existing one to make adjustments.
Note that any changes made to an existing template will only be applied to new onboardings
An onboarding process often involves the following roles and responsibilities:
HR Team: Introduces company policies, values, and culture.
IT Team: Prepares hardware and grants access to necessary software.
Manager: Oversees the onboarding process, sets goals, and engages team members.
Candidate: Provides information through forms, completes paperwork, undergoes training, and participates in onboarding activities.
To get started, specify who will have access to onboardings created from this template. Set up messages and forms to be sent to the candidate, both before and after the onboarding process begins. Assign to-dos to the candidate and team members involved in the onboarding process. Finally, attach any important documents for the candidate to review. Below is a summary of each part:
Title | Description | Visuals |
Template details | Give the template a name and select who should have access to onboardings created from it.
Select a Group to grant access for multiple users at once. |
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Messages | Create messages that will be sent to the candidate in addition to the welcome email.
Schedule when the messages should be sent according to the onboarding. The Skip weekend option will ensure messages are not sent on Saturdays or Sundays. |
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Forms | Send forms to gather important information from the candidate.
Schedule when the form should be added to the onboarding dashboard. The Skip weekend option will ensure the form and email notification are not sent on Saturdays or Sundays.
Note! All email notifications will be sent based on the company's default timezone. |
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To-dos | Add to-dos assigned to the candidate, Onboarding Manager, or user.
Set a due date for the to-do in relation to the onboarding. The Skip weekend option will ensure the due date does not include Saturdays or Sundays in the number of set days. |
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Documents | Add documents that should be shared with the candidate for them to review. |
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Once everything is set up and the template saved, it will be available for new onboardings.
Start an onboarding
Once a candidate is moved to the Hired stage, an onboarding can be initiated by clicking Start Onboarding in the job process overview or Onboard in the action bar on the candidate card.
Once clicked, a new window will appear where you can fill in the required fields to create a tailored onboarding experience for the new hire. By providing details specific to their role, department, and location, you can ensure a personalized and seamless onboarding process that sets them up for success from day one.
Title | Description | Visuals |
Start date | Choose a start date for the new hire’s first day. This will determine when the set-up messages and forms in the onboarding template/s will be sent. |
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Onboarding Manager | Choose the manager that the employee will report to. Any manager-specific to-dos will be assigned to this user. This user will also be able to manually add and remove tasks in the onboarding.
This person will also be the sender of the welcome email and message displayed on the candidate's onboarding dashboard. |
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Location | Choose which location the new hire will be working at.
The available locations will be taken from the job ad. |
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Welcome message | Write a welcome message to greet the new hire on their onboarding dashboard, and to be sent as a welcome email. |
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Templates | Choose which template/s to use for this onboarding. Each template contains different messages, forms, to-dos, and documents shared with the candidate. |
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Highlighted colleagues | Choose colleagues to highlight on the new hire’s onboarding dashboard. For example, display the team members they will be working with. |
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View an onboarding
Once an onboarding has been created the assigned team can follow the progress and get an overview throughout the process.
Onboarding overview
Under the Onboardings tab, you find all the onboardings you are involved in*. In this overview, you will see the candidate and the Onboarding Manager followed by the creation and start date of the onboarding. The progress bar is based on the added tasks for the onboarding team and the new hire. Click on one of the candidates to visit their onboarding page and see more details.
* Company & Recruitment Admins can access all onboardings by default
Pro tip! Add the My onboardings widget on your Teamtailor dashboard to easily track and access your onboardings!
Onboarding page
On each onboarding page, the onboarding team will get a full overview of the process. At the top, you can find the candidate's personal details followed by the progress bar.
Onboarding team
The Onboarding team is formed based on the users added in the Template settings together with the selected Onboarding Manager.
Additional users can be added directly from the onboarding page. Company and Recruitment Admins have default access to all onboardings.
Status
At the top of the page, you will see the status of the onboarding:
Status | Description | Visuals |
Active | An onboarding remains Active from the moment it is created until it is either Completed or Archived. |
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Completed | Once all assigned to-dos are completed (for users and the candidate), and all scheduled messages and forms are sent, the progress bar will reach 100% and the onboarding will be marked as Completed. The candidate will still be able to access their onboarding dashboard and make changes.
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Archived | An Active and Completed onboarding can be Archived when it's no longer in use.
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In the right-hand corner, you can click on ⋮ More to view details and open the candidate card if you have access to the candidate.
Company Admin, Recruitment Admins, and the Onboarding Manager will also be able to manually add additional onboarding tasks.
Further down the page, you can view the following:
Messages: Scheduled and sent messages for the onboarding.
To-dos: Assigned to-dos for the candidate, Onboarding Manager, and/or other users.
Forms: Scheduled and sent forms for the onboarding.
Documents: Uploaded documents from the company and the candidate.
Each section will display an indicator showing the progress of sent, answered, completed, and read items.
The Onboarding Manager, Company & Recruitment Admins can manually remove onboarding tasks if needed. Hover over the task, click the delete button, and confirm the action.
Candidate card
The onboarding progress can also be found on the candidate card under the Onboarding section on the left-hand side. This section gives you a quick overview of the progress as well as a link to the full onboarding page.
You will also be able to see onboarding-related actions under the Activity tab on the right-hand side.
Candidate onboarding dashboard
Once the onboarding is created, the new hire can access it via their personalized onboarding dashboard. This dashboard can be reached through the welcome email sent to the candidate or by requesting a password-free login link at:[company_career_site_url]/onboarding/login
Once logged in the candidate will be greeted by the chosen welcome message by their appointed Onboarding Manager. The cover image and text are taken from the Appearance section in the editing mode of the job.
The onboarding dashboard will use the company's chosen fonts and overall color settings under Content → Global design.
In the first section, candidates can upload/replace the profile picture attached to their candidate card. Next to their name and role, they’ll see a countdown to their start date and a link to their New Hire page, which they can use to share the news of their new role. Additionally, they’ll have an overview of any pending tasks they need to complete on the page.
Onboarding tasks
Further down on the page, the candidate can find all pending onboarding tasks.
To-dos
All assigned to-dos for the candidate will be listed under this section. Once checked off, this will also be reflected on the onboarding page in Teamtailor.
Forms
Any scheduled forms will be sent by email and appear in this section, ready for the candidate to fill out and submit. The design resembles the application form, providing a familiar experience.
Their answers will be available for the onboarding team on the Onboarding page and on the candidate card under the section Survey responses.
Documents
In this section, the candidate will find the attached files that they should review. To mark a document as completed, they must first confirm that they have read and approved its content.
Additionally, candidates can upload their own files in this section, which will then be accessible to the onboarding team on the Onboarding page.
Messages
All sent messages will be displayed in this section so that the candidate is up to date with which communication has been sent thus far in the process.
Footer
At the bottom of the page, the candidate can view highlighted colleagues, the location where they will be working, and an option to log out of their dashboard.
Notifications
User
All users part of an onboarding team will have a new set of notifications available under Notifications → Onboardings.
Onboarding completed
Sent when the onboarding status changes to Completed manually set by a user or candidate complete the last task.Onboarding task completed
Sent when a form is answered, todo checked off or document read and reviewed by the candidate.Candidate uploaded a new document
Sent when the candidate uploads a new document on their onboarding dashboard.
Assigned onboarding to-dos for users will be included in the Unread notifications digest notification enabled under Notifications → General settings. Following the same notification logic as for general to-dos.
Onboarding-related actions under the Activity tab on the candidate card will be included in the Hiring team daily digest email under enabled under Notifications → Hiring team.
Candidate
The candidate will receive a welcome email when an onboarding is initiated. In addition to messages included in the onboarding process, they will also receive an email notification whenever a new onboarding task is added, such as forms, to-dos, or documents.
Partner integrations
Our onboarding feature offers support for HR Systems or E-signing partners available in Teamtailor Marketplace. The following data will be made available for these integrations:
Onboarding ID
Onboarding status
Onboarding progress
Onboarding creation date
Onboarding start date
Onboarding department name
Onboarding role name
Onboarding job title
Onboarding manager email
Reach out to your integrated partner to verify support for these fields. This can also be found in our Partner API documentation.
Your partner integration can be accessed under the ⋮ More menu in the top right corner of an onboarding page.
