Onboarding – How to Manage Applicants and Send Applicant Files

Once your onboarding groups and documents are set up, you’re ready to send new employees their onboarding package. You can add them manually, import them automatically (e.g., from Manatal), and then convert them into active employees once everything is complete.

Below are the steps.

Step 1 – Add New Applicants to the Onboarding List

You can add new applicants in two ways:

Option A – Add Manually

1. Go to ONBOARDING
2. Click Add New Applicant.
3. This will launch a new page (you can share this URL with new applicants as well)
4. Enter the applicant’s basic details (name, email, phone, etc.).
5. Submit the form.

Option B – Import Automatically

If you have an integration set up (such as Manatal):

• • Click the IMPORT button.
  • Employees matching your import settings (e.g., Hire Status ID) will automatically appear on a list
  • Select the applicants you want to import (optionally you can decline applicants and not see them again) and select to IMPORT

Step 2 – Change Their Status

Once an applicant is added, you can move them through the onboarding stages.

Statuses include:

• • New
  • Files sent to applicant
  • All files completed
  • Approved
  • Not moving forward

As the applicant completes all their files, their status is updated automatically.

Step 3 – Send Onboarding Files

To send an applicant their onboarding files

1. Find the applicant
2. Check off the checkbox beside the employee’s name
3. Click Send Onboarding Files
4. Select the onboarding group                                   
5. Click SAVE AND SEND EMAIL

To see from the employee’s side, read this article.

Step 4 – Convert to Employee

After the new hire has completed all required onboarding documents:

1. Find the applicant
2. Review the files and ensure everything is complete.
3. Check off the checkbox beside the employee’s name
4. Click Convert to Employee.
5. The system will automatically:
   • • Create their employee profile
     • Move their completed documents into the employee record
     • Remove them from the onboarding list

This final step ensures the individual is now an official employee within TimeWellScheduled.