Can I use document collection with my base subscription to Hireology?
Document collection requires our upgraded onboarding suite to manage the process for hiring managers and your candidates.
Can I track expiration dates for certifications, immunization records or other time-sensitive materials with document collection?
Currently, tracking time-sensitive materials aren’t supported by the document collection experience. We recommend teams using a centralized document to track expiring team certifications or leveraging a HRIS system to track up-to-date accreditations.
If a candidate is made inactive in Hireology, will that automatically terminate the document collection process for the candidate?
Making a candidate inactive before ending document collection steps will not automatically prevent a candidate from uploading new materials. We recommend that hiring managers first use the “stop collecting documents” action before making a candidate inactive to ensure the process stops correctly.
Can I run multiple document collection steps and/or onboarding programs for a single candidate?
For the best candidate experience, hiring managers can only choose one document collection process and one onboarding process per candidate. Each process can include multiple documents to collect and new hire steps to satisfy the needs of virtually all new hires.
If I transfer a candidate to a new job or location, will in-progress documents also be sent along with the candidate record?
Due to different roles or locations having different onboarding or document collection processes, in-progress documents will be lost if a candidate begins to submit documents before they are transferred. We recommend not starting the document collection process until the hiring manager confirms the candidate is applying to the correct role at the right location.
How does pricing work with onboarding and document collection? Am I charged by document or document collection process triggered by each candidate?
Like our standard onboarding offering, you will only be charged per onboarded hire no matter how many candidates you begin to request documents from.
Can candidates upload documents out of order?
For the best experience, we require candidates to upload documents in order to follow the document collection process. Most candidates should have their certification records ready, so this should be an easy experience for the candidate to complete.
What devices are supported for candidates to upload from?
Document collection is mobile friendly, supporting a variety of modern smartphones, tablets and desktop computers.
What if a candidate does not have a document for a step that isn’t required?
If you have a document collection step that isn’t a requirement and the candidate does not possess this document, they will be able to bypass the step by simply choosing the Submit button before uploading any document. The workflow will simply create a blank placeholder document to certify they skipped the step which will be available to review.
Can I mass download all uploaded onboarding documents at once?
Users have the ability to mass download all individual employee onboarding files in a single action. From the ‘Document Collection’ or ‘Onboarding’ pages, select the candidate you wish to ‘Mass Download’ all of the files they have uploaded throughout the onboarding process. From the ‘Documents’ tab, you will now see a new ‘Download All Files’ button near the top right of your tabs.
If I cancel document collection early, will I be charged for using the process?
We will not bill any activity during document collection. Only new hires following a Hireology onboarding process will impact your billed subscription for our onboarding suite.
How do I update or add onboarding or document collection processes?
We are happy to help you manage your onboarding steps. Just reach out to your customer success representative, or contact email@example.com for more details on making updates to your saved document collection or onboarding processes.