You’ve found a great new employee, so what’s next? Send them their onboarding documents!

Once you are in the applicant’s profile, click “Transition to Employee”, located directly under the “Actions” menu:

A pop-up window will appear, prompting you to select the following:

If you need to edit or add additional documents, please reach out to your Customer Success Manager or our Customer Support team.

Once you click confirm, the Employee Created confirmation box will appear. You will now be able to manage this person in the employee database. The Applicant's status will also update to "Hired".

You can view the employee’s profile by clicking “Visit Employee Profile” from the confirmation pop up:

You can also view that employee’s profile by clicking on “Employee Created” under "Actions" in the Applicant’s profile:

It is important to note that this person will have a record in both the Applicant and Employee portals and will be managed separately.

Users with either Super Admin or Admin access are able to access the employee portal by clicking “Employees” from the navigation bar on the left hand side.

Once you access the Employee portal, you will see a header with 4 different options:

You are automatically taken to the Workforce Dashboard after clicking the “Employees” tab. This dashboard is broken down into three parts:

This dashboard will give you an overview of all your employees in the system. The first section shows both the percentage and total number of employees who are up to date with their account.

The second section will alert you to employees that have Missing, Expired or Invalid Documents, Credentials to Review, Documents Expiring Soon, and employees who have up to date Documents.

This section allows you to alert employees who have Missing, Expired or Invalid Documents, as well as Documents Expiring and employees with invalid credentials

Each section will start with the title of the alert and an option to send reminders in bulk.

The following information will be displayed below that section from left to right: each individual’s name, what documents they are missing or have expired, and the team they belong to.

If the employee is missing one document, the name of that document will be displayed in that section:

If the employee is missing more than one document, it will list the number of documents:

To view the full list of the documents missing for that employee, simply click their name to be taken to the employee’s profile. Here you are able to see all missing documents, easily identifiable with the red X icons in the Documentation tab of the profile. Please view the Documentation section for more information.

For each section of alerts, you have the option to send either bulk or individual reminders. To send bulk reminders, click “Send Reminder” in the specific alert section:

To send an individual reminder, click on the envelope icon next to that person’s name:

When you click to send a reminder in bulk or individually, a pop-up window will appear to format your message to employees:

You can choose to send the reminder messages out via Text or Email.

Feel free to customize the messages to employees however you like, but ensure you keep the merge fields provided, like *|document_missing|* in the above example. This will list out the missing or expired documents. If you would like to add a clickable link for employees to access their missing or expired documents, please select the *|document_link|* merge field from the "Insert Merge Field":
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If you send reminders in bulk, you have the option to choose which employees should receive that reminder. Click on the dropdown next in the “To” section and deselect those individuals you do not want to receive the notification. By default, all employees are automatically checked to receive notification.

This section shows your last 5 employees entered through either the "Transition to Employee” feature on the Applicant Profile or the "+ Add Employee” in the header of the Employee platform.

With the Employee Directory, you have the ability to view active and terminated employees:

In the header of the directory, you will see the titles of each column. Any header with a funnel icon can be used to filter.

By default, the directory will show the first 20 employees. Scroll to the bottom of the page to adjust the total as needed:

There are several actions you can take in the Employee Directory:

In the employee profile, you will see a banner at the top of the profile, alerting your team if this employee has any missing documents that need to be completed and signed. This banner will also let you know when the documents were sent and if they have been opened:

The left hand side of the profile contains basic information about this employee:

Clicking the pencil icon at the top of the basic information box will allow you to make edits to the employee’s details, including role and termination:

You will be able to add any role you desire but please keep in mind that we only verify certain license types. For more information, please visit our In App Credentialing Help Center Article.

To terminate an employee, you will need to edit the employee's profile. Once you are in the profile, click the pencil to edit their details, then click the red box labeled “Terminate Employee”:

Once on the Termination screen, enter in all the necessary information such as termination reason, date, and if that person should be marked as a do not rehire:

You will then be able to view this employee and all terminations in the Terminate Employee section of the Employee Directory.

Once in the directory, you can click on the employee name to view the termination details. If you would like to remove the employee from the employee system, or activate this person as a rehire, simply edit the employee and choose which action to take:

When you are viewing an employee’s profile, you will see multiple tabs, including "Documentation" as the default tab selected.

The Documentation section has three types of expected documents:

You can see your communication history with an employee by clicking on “Messaging History”. This will show all communication through email and text that have occurred through the employee portal. It’s important to note that communication with the employee when they were an Applicant will not display here:

You are also able to filter on the communication type, email or text:

This tab shows more sensitive information regarding this employee, like SSN and Employee ID Number. Admin users will be able to click on this tab but will not be able to see this information:

This tab allows you to view and download completed onboarding documents:

You have the ability to manually add employees to your Onboarding portal by clicking on “Add Employee” from any screen in the portal:

Here you can add employee information and send onboarding documents. To do so, select the appropriate documents, choose which method to deliver the documents (email or text), and click save. This will save the employee information and send documents simultaneously:

Our Employee Search feature will allow you to search for employees by either their name (partial or full), email address, or phone number: