Enhanced Onboarding powered by DocuSign is a new product offering that integrates DocuSign's document and e-signature capabilities directly into Hireology. It enables sending onboarding packets and one-off preboarding documents using fillable PDFs with no login required for candidates to complete. Enhanced Onboarding allows for multi-signature support, approval workflows, and audit trails in addition to downloads for easy filing and the ability to cancel, resend, or edit documents without opening a support ticket.

In this article, we will cover:

• Enhanced Onboarding Overview
• Enhanced Onboarding Permissions
• Create a Template
• Create a Packet
• Managing Templates and Packets
• Track & Manage Enhanced Onboarding Progress
• Preboarding Documents with Candidate Pipeline
• Sending a One-Off Preboarding Template or Packet
• Related Topics

Enhanced Onboarding Overview

To access Enhanced Onboarding, click on the header in the left navigation. 

Within the Enhanced Onboarding tab, you will see three headers: 

• New Hires = Recent hires who's onboarding process has not yet been started.
• Active Onboarding = Recent hires who are currently in the process of completing their onboarding packet.
• Completed = Hires who have completed onboarding packets.

From here, you can start a new hire's onboarding process, manage their status, and view/download completed onboarding packets. 

Enhanced Onboarding Permissions

All admin users have the following permissions by default:

• Can send packets and templates.

• Can view and download documents.

• Can edit packets and templates.

To edit or grant new user permissions, the role must first be duplicated and then edited.

Create a Template

The first step is to create templates of documents you would want included in an onboarding packet or process. 

Click into "Management" and then select "Documents"

Select "Create New Template" within the "Templates" tab.

Name the template and select the Template Type:

• Onboarding — Ability to add to onboarding packets and send to new hires.
• Preboarding — Ability to send to a candidate at any point in the hiring process through the Candidate Pipeline.

Add recipients:

• Candidate/New Hire is always included by default.
• Add a Hiring Manager if a counter-signature is needed.
• Additional recipients can be added by role type once inside DocuSign.

If you are building this in a parent account, select if you would like this template to be available in child accounts within your organization. Then press "Continue" to edit in DocuSign.

Once in DocuSign, upload the document to add to this template, and confirm the recipient information. Here, you can add additional recipients and set signing order as well.

📝 Note: At this stage you are creating the template, not sending it. It is not advised to fill in personal information for any role. When this template is sent to a candidate/new hire, their personal information will auto-populate from the job. Personal information for any other role type can be filled in at send time. Select next to continue customizing the form.

Drag and drop standard or custom fields into the template. Custom fields allow profile information from the candidate to auto-populate when sent. The candidate can edit certain fields if needed.

When adding additional signatures, click on the "sign" field and assign a recipient to each signature via the drop-down on the right-hand side. Select "Save & Close" to move forward. 

The Attachment field can be used if a file upload is required from the candidate.

Activate the template using the 3-dot menu. The status will change from Draft to Active. Once Active, the template can be added to a Packet.

Create a Packet

Navigate to the Packets tab and open the Create Packet drawer.

Name the Packet and select the Packet Type.

Enter the Email Subject and Message — this is what the candidate/new hire will see when the packet is sent to them.

Select templates to add to the packet. Once selected, drag templates into the desired order.

Review recipients and reorder as needed. This is the order in which the packet will be sent and received, based on the order set within the templates.

Select Save as Draft if the packet is incomplete (e.g., more templates still need to be created or added), or select Save & Finish to begin sending to candidates/new hires.

Managing Templates and Packets

Within the Templates and Packets tabs, users can edit, deactivate, or delete templates or packets. 

Track & Manage Enhanced Onboarding Progress 

Statuses shown in the Active Onboarding tab:

• Sent — The packet has been sent and is in progress.

• Delivered — The packet has been sent; the recipient has opened it but has not yet completed it.

• Correct — Someone is actively correcting the packet in DocuSign. Recipients will not be able to access the packet while a correction is in progress and will receive a notification if they try to open it during this time.

Resending an Enhanced Onboarding Invitation/ Packet

Select Resend in the 3-dot menu next to the new hire's record. Note: Packets can only be resent once every 24 hours. Users will receive an error message if they attempt to resend more frequently.

Void Onboarding

Select Void Onboarding in the 3-dot menu to cancel onboarding at any point before it is completed. Voiding onboarding sends the new hire back to the New Hires tab.

Correcting an Enhanced Onboarding Process

You can correct new hire or template fields for a specific new hire by clicking the "Correct" button and making applicable updates. 

Note: Recipients will not be able to access the packet while a correction is in progress and will receive a notification if they try to open it during this time. Also, keep in mind that the correction will only be available for the new hire you are completing it for. To update a Template or Packet for all new hires, review the process to manage templates or packets. 

Sharing Templates and Packets with Child Accounts

Both Templates and Packets include an option to "Share this with other accounts in my organization."

• If selected, all accounts under that organizational hierarchy will receive the template or packet and will see it in their Management > Documents lists.

• Sharing only works downward — a child account cannot share with a parent or sibling account.

• All templates within a packet must have the sharing box checked in order for the packet to also be shared. If any template within the packet has not been marked as shared, the packet cannot be shared.

We recommend that documents that are the same across all accounts in an organization should be created at the parent level. Documents specific to a single location should be created at that location.

Preboarding Documents with Candidate Pipeline

Templates and Packets can be sent to a candidate at any point throughout the hiring process through the Documents tab of the candidate drawer in the Candidate Pipeline. This is similar to the current Qualification Documents hiring step, but documents can be sent at any time rather than only at a specific step in the process.

Requirements:

• Candidate Pipeline must be turned on (currently in Preview).

• Templates and Packets must be labeled as Preboarding when created.

Sending a One-Off  Preboarding Template or Packet

In the Documents tab of the candidate drawer, click Send New to initiate the sending process.

Select either a Packet or Template. It must be labeled as Preboarding in the creation process. Press Continue to be taken to DocuSign to review.

Review recipients and continue in DocuSign following the same process as onboarding.

Once sent, the document will appear in the main section of the Documents tab in the candidate drawer.

Related Topics

• Enhanced Onboarding: Sending & Completing Onboarding Documents
• Hiring a Candidate