Unclaimed hires occur when a new employee record is added to your HRIS and TeamOhana fails to auto-reconcile the new employee record to a hired headcount in TeamOhana.
In this article, you'll learn why it's important to claim all of your unclaimed hires, as well as the steps to follow to ensure that Unclaimed sub tab is always empty.
How a new employee becomes unclaimed in TeamOhana
Typically, when a new employee record is added in your HRIS it’s because a new employee has just been hired. As such, that employee will correspond to the headcount in TeamOhana that they were hired against. TeamOhana uses the details like email and name to auto-reconcile the employee record in HRIS to the offer details associated with the headcount.
Common reasons why employee records fail to auto-reconcile and show up in Unclaimed:
The employee record is for a contractor who was not hired against a headcount in TeamOhana. Some organizations do not track contractors in their hiring plans, and therefore will not have a corresponding headcount in the hiring plan in TeamOhana for the employee to be auto-reconciled against. Claim these contractors by marking them as Hired outside TeamOhana.
The employee record is for sensitive hires, or employees hired by external talent firms, that do not have a corresponding headcount in the hiring plan. Claim these employees by marking them as Hired outside TeamOhana.
The unclaimed employees are new employees absorbed through acquisition. These employees will not have a corresponding headcount in TeamOhana once they are added to your HRIS. Claim these by marking them as Hired outside TeamOhana.
Offer details and employee record in HRIS don’t match. The most common cause is due to an offer not being linked to the headcount the employee was hired against. Typically, talent teams link jobs and openings to headcount once they’re ready to hire. If this step is missed, the offer details tied to the job opening are not linked to the headcount and the employee record in HRIS has nothing to match against. Claim these by linking the employee to the headcount.
Review the following articles to understand how jobs and openings from your ATS should be linked to headcount to avoid this particular scenario
The impact of unclaimed hires
When new employees are not linked to headcount and thus appear as Unclaimed, they are also not taken into consideration in your company's current employee count, or your budgets and forecasts in TeamOhana. A number of financial insights quickly become inaccurate; reports like variance, fiscal year impact, and committed spend are no longer up to date and are thus unusable by the teams that depend on them.
In addition, because the headcount they were hired against is not closed in TeamOhana, the hiring tracker is no longer accurate as it looks like there are more open roles in the plan than there actually are.
The goal should always be to keep the list of unclaimed hires at 0 to ensure that all TeamOhana reporting, financial or otherwise, is up to date.
How to claim an unclaimed hire
From the Unclaimed tab, you can easily link the unclaimed hire to their corresponding headcount by clicking the dropdown menu in the Link headcount tab. This will bring up a list of headcount in TeamOhana, and you can either being typing to pull up the headcount you're looking for, or scroll through the list. Once you've selected the proper headcount, click "Save" - the unclaimed hire is now claimed and will disappear from the list. The headcount they are linked to will close as well.
In the event that the unclaimed employee was hired outside of TeamOhana and does not have a headcount to be linked to, you have the option of marking them as "hired outside of TeamOhana." You can do this by clicking the three dots to the right of the Save button, and clicking "Confirm." This employee is now claimed and will disappear from the Unclaimed list.
