Overview
Fourth Onboarding helps hospitality and retail teams welcome new starters with a standardised onboarding process, from entering personal details to signing contracts and company policies. Teamtailor's integration lets you automatically invite your new hires to Fourth Onboarding as part of your recruitment process. The onboarding form and contract are pre-filled with the candidate data you already have in Teamtailor, so your new starters and HR team don't need to re-enter it. Once the candidate completes their onboarding, their employment record is created in FourthHR.
Note:
You need the Fourth Onboarding module to use this integration. Candidate data is sent to Fourth Onboarding, not directly into FourthHR.
How to get started
1. Send us your Fourth extracts
Before you can activate the integration, we need a few extracts from your Fourth account. These are used to populate the options you'll select from when sending a candidate to Fourth Onboarding:
Locations
Divisions
Job Titles
Each extract should include the ID and the name of every item, exactly as they appear in Fourth. If you don't have these extracts at hand, you can request them directly from Fourth, through your Fourth account manager or Fourth support.
Send the extracts to Teamtailor support at support@teamtailor.com or to your Customer Success Manager (CSM). We'll let you know once everything is in place, together with the Company Name to use when activating the integration.
Note:
If you add new locations, divisions or job titles in Fourth later on, send us an updated extract so they become available in Teamtailor as well.
2. Activate the integration
Once your extracts have been added, you connect your Fourth account to Teamtailor through our Marketplace page.
Open your Teamtailor application and head over to the Marketplace.
Search for Fourth Onboarding and click Activate.
You will be redirected to the activation settings page. Fill in the fields below and click Update to complete the setup.
Fourth Organisation ID: The ID of your organisation in Fourth. You can find it in Fourth, or by contacting your Fourth account manager.
Company name: The company name we provided after adding your extracts.
Note:
Make sure to enter the Company name exactly as we provided it, including capital letters. If it doesn't match, the integration won't be able to load your locations, divisions and job titles.
Once activated, you can find the Fourth Onboarding integration at any time under Settings > Marketplace activations, where you can update your settings or custom field mapping.
How to use the integration
To start using the integration, add a trigger to the desired stage of your recruitment pipeline, for example your Hired stage.
In the trigger, you configure the details of the new starter's role:
Brand: The brand in Fourth the candidate is onboarded to. The options are loaded directly from your Fourth account.
Job Title, Division and Location: Select the candidate's job title, division and location. The options come from the extracts you sent us.
Employment Type: Full Time, Part Time, Flex or Casual.
Pay Type: Hourly, Shift or Salary. Depending on your choice, you'll be asked to enter a Rate of pay (Hourly and Shift) or an Annual salary (Salary).
Paid By Rota and Include in Rota (optional): Tick these if they apply to the candidate.
Once you click Add trigger, the automation is set up. Every time a candidate is moved into this stage, they're invited to Fourth Onboarding.
If you prefer not to use automation, you can also send a candidate to Fourth Onboarding manually from a specific candidate card:
Open the candidate card in Teamtailor.
Click on More in the action bar and select Add integrations.
Select Fourth Onboarding, fill in the settings and send the candidate.
You can also use the bulk feature to send several candidates at once, even if they are part of different jobs.
What happens next?
Whether you send the candidate via a trigger or directly from the candidate card, an onboarding request is created in Fourth Onboarding and the candidate receives an SMS with a link to start their onboarding. You can follow the status of the integration directly on the candidate card in Teamtailor, where it's shown as Sent.
From the candidate card, you can also:
Update onboarding: If some of the candidate's details change, for example their email or phone number, first update them in Teamtailor and then click Update onboarding. The onboarding is briefly paused in Fourth, updated with the new details and then resumed. The candidate receives a notification from Fourth Onboarding that their onboarding has been updated.
Cancel onboarding: This fully stops the onboarding for the candidate, and they will no longer be able to complete the Fourth Onboarding form. The candidate is not notified about the cancellation.
Candidate experience in Fourth Onboarding
When the candidate opens the link in the SMS, they're presented with their onboarding form, already pre-filled with the data sent from Teamtailor. They review and complete the form, and can then sign their contract in the Fourth Onboarding app. At the end of the process, their employment record is created in FourthHR.
[Screenshot: Candidate onboarding form in the Fourth Onboarding app]
Note:
Creating the employment record from Fourth Onboarding into FourthHR is handled by Fourth and is not part of the Teamtailor integration. For support with this step, please reach out to Fourth.
What data is shared
The following candidate fields are sent from Teamtailor to Fourth Onboarding. These fields are required, so make sure they're filled in for every candidate you send:
First Name
Last Name
Email
Phone (the onboarding invite is sent to this number by SMS, so make sure it's a mobile number)
The settings you select in the trigger are also sent: Brand, Job Title, Division, Location, Employment Type, Pay Type, Rate of pay or Annual salary, Paid By Rota and Include in Rota.
Mappable custom fields
You can also send additional information to Fourth Onboarding, such as the start date, personal, contact, bank, contract and right-to-work details, by mapping your Teamtailor candidate custom fields to Fourth fields. The mapping is done directly in the Fourth Onboarding activation settings:
Go to Settings > Marketplace activations and open Fourth Onboarding.
Click Show advanced settings.
For each Fourth field you want to use, select the Teamtailor custom field that holds that information. If you don't have a matching custom field yet, you can create one directly from here.
Click Update to save your mapping.
Note:
We recommend mapping at least the Start Date, so the candidate's start date is pre-filled in their onboarding form and contract.
The table below lists all Fourth fields available for mapping:
Fourth field | API-name | Field type |
Start Date | start-date | Date |
Title | title | Select |
Middle Name | middle-name | Text |
Preferred Name | preferred-name | Text |
Date of Birth | date-of-birth | Date |
Gender | gender | Select |
NI Number | ni-number | Text |
Address Line 1 | address1 | Text |
Address Line 2 | address2 | Text |
Town | town | Text |
County | county | Text |
Postcode | postcode | Text |
Phone Number | phone-number | Text |
Emergency Contact Title | emergency-contact-title | Select |
Emergency Contact First Name | emergency-contact-first-name | Text |
Emergency Contact Surname | emergency-contact-surname | Text |
Emergency Contact Relationship | emergency-contact-relationship | Text |
Emergency Contact Mobile | emergency-contact-mobile | Text |
Emergency Contact Email | emergency-contact-email | Text |
Bank Name | bank-name | Text |
Account Name | account-name | Text |
Sort Code | sort-code | Text |
Account Number | account-number | Text |
Building Society Roll Number | bsoc-roll-number | Text |
Location Canonical ID | location-canonical-id | Text |
Termination Date | termination-date | Date |
Contract | contract | Text |
Contract ID | contract-id | Text |
Contract Hours | contract-hours | Number |
FTE Hours | fte-hours | Number |
FTE Days | fte-days | Number |
FTE Shifts | fte-shifts | Number |
Holiday Days Taken | holiday-days-taken | Number |
Holiday Average Hours Per Week | holiday-average-hours-per-week | Number |
Holiday Average Days Per Week | holiday-average-days-per-week | Number |
Holiday Effective Date | holiday-effective-date | Date |
Employee Source Description | employee-source-desc | Text |
Effective Date | effective-date | Date |
Temporary Leave To Remain | temporary-leave-to-remain | Text |
Settled Status | settled-status | Text |
Documents Seen And Copied | documents-seen-and-copied | Select |
Country Of Residence | country-of-residence | Text |
Passport Number | passport-number | Text |
Passport Expiry Date | passport-expiry-date | Date |
Nationality | nationality | Text |
Proof Of Eligibility | proof-of-eligibility | Text |
Student Visa | student-visa | Text |
Student Visa Type | student-visa-type | Text |
Student Visa Number | student-visa-number | Text |
Student Visa Start Date | student-visa-start-date | Date |
Student Visa End Date | student-visa-end-date | Date |
Student Visa Exemption Start Date | student-visa-exemption-start-date | Date |
Student Visa Exemption End Date | student-visa-exemption-end-date | Date |
Student Visa Document Seen And Copied | student-visa-document-seen-and-copied | Select |
Work Permit | work-permit | Text |
Work Permit Number | work-permit-number | Text |
Work Permit Expiry Date | work-permit-expiry-date | Date |
Pre-Settled Status | pre-settled-status | Text |
Pre-Settled Status Expiry Date | pre-settled-status-expiry-date | Date |
Generic Template ID | generic-template-id | Text |
Individual Template ID | individual-template-id | Text |
Ethnic Origin | ethnic-origin | Text |
Is Disabled | is-disabled | Checkbox |
Religion | religion | Text |
Sexual Orientation | sexual-orientation | Text |
Disability | disability-0 | Text |
Disabled Notes | disabled-notes | Text area |
Gender Identity | gender-identity | Text |
Languages | languages | Text |
Need support?
Contact Teamtailor directly via:
Chat: click on the chat bubble on the right bottom corner from any Teamtailor page
Email: support@teamtailor.com