Find out how to trigger Onboarding actions according to a candidate's Start Date.
Currently, Onboarding actions can only be triggered either when a candidate moves to a stage in the Application Journey, or manually, as and when required.
This feature allows for recruiters to set an automatic request for the candidate (or other internal user), and trigger Onboarding workflow items based on the candidate's start date.
Currently this functionality is only available at the ‘Hired’ stage of the application journey, but may be rolled out to other stages in the journey in the future.
This is a free-of-charge additional feature but needs to be actioned by Tribepad.
Please speak to your Account Manager or the Support Team if you require this feature to be turned on.
Triggering Onboarding events by date
Once the permission has been enabled, you are able to trigger Onboarding actions at certain designated time points, once a candidate has been moved to ‘Hired’.
This action is completed at workflow item level.
Please note - this action can only be completed on workflow items that are triggered at Hired stage.
- You can perform this action on existing workflow items on existing Onboarding packages, or create brand new ones
For the purposes of this article, we will edit an existing package, workflow and workflow item.
Select your Onboarding package:
Ensure you have workflows triggering at ‘Hired’ stage:
- Select the workflow to edit the workflow item.
Select the ‘Edit’ icon on your workflow item to add in Date Triggering:
To add Date Triggering to your workflow item, you need to specify what time period is to be applied to the item.
This is done at the bottom of the page using the ‘Trigger offset’ drop-down list:
When you click into this drop-down list, you’ll notice that you have a predetermined list of time periods to choose from:
Please note - these time periods are set up in Manage and cannot be changed.
- You can adapt the wording if you choose by contacting the Support Team, but the time period must stay the same.
Once you select a time period, it will show in the drop-down list:
The ‘start date’ that is detailed in the workflow item, is taken from the date that is specified when a candidate is moved to ‘Hired’.
Please note - This is a permission that may need enabling on your platform.
- It can also be made mandatory if this is a step in your internal processes that you would like to incorporate.
For workflows triggering at other stages (other than ‘Hired’), the ‘Trigger offset’ drop-down list will not be visible:
- You will simply see the original view of Onboarding, as above.
Please note - the above screenshot features the Onboarding checklist - this is also a feature that can be enabled on your platform if required.
Viewing Pending Workflows
Once you have moved your candidate through to Hired, if you have set a workflow item to be triggered after a delay, it will show as a ‘Pending’ item under the usual Onboarding icon:
If you click into the Onboarding icon, or go to ‘Manage Onboarded Users and click on the relevant candidate, you will be taken to the candidate’s Onboarding profile page:
Under the ‘Pending Workflows’ section, you will see the workflow that will be triggered out to the candidate on a specific date:
- These workflows are identified by the presence of a ‘Due Date’ on the left-hand side, and will be shown as ‘Not Started’ in the checklist on the right-hand side of the screen.
Please note - the pending workflow will not show on a candidate’s Dashboard until it has been triggered out by the system.
Sending Reminders to Candidates
You may have set multiple workflows to be triggered at different points after the candidate’s Start Date has been detailed.
These would be detailed under the candidate’s Onboarding profile:
If a workflow has been triggered at a certain point and a candidate or internal user has not yet completed it, you would see a ‘Overdue’ message on the screen:
At this point, you can send a reminder out to the relevant person to complete the workflow, by clicking on ‘Send reminder’
- The screen will refresh and you will see that a reminder has been sent:
Please note - this ‘Sent’ message only stays on the screen for a few seconds. The screen will then refresh again and the ‘Send Reminder’ option will reappear.
The reminder email sent to the candidate or internal user looks something like this:
- This wording can be changed by Tribepad if you wish - please contact the Support Team with your requirements if you wish to amend this.