Once you have hired a candidate, you can begin collecting their onboarding documents using Hireology's Enhanced Onboarding feature. Enhanced Onboarding streamlines the process by automatically routing your pre-built document packets through DocuSign — so both the new hire and hiring manager receive, complete, and sign everything in one seamless workflow.
Don't currently have Enhanced Onboarding in your Hireology subscription? Contact your account manager to get started!
In this article we will cover:
- Starting the Onboarding Process (Hiring Manager)
- Completing the DocuSign Envelope
- Monitoring Active Onboarding
- Candidate Experience
- Downloading Completed Documents
- Video Library
Related Topics
Starting the Onboarding Process (Hiring Manager)
Before beginning the onboarding process, make sure the candidate has been marked as Hired in their job. Once hired, the new hire will automatically appear in the Enhanced Onboarding queue.
In the left-hand navigation menu, click "Enhanced Onboarding." You will land on the New Hires tab, which displays all candidates who have been marked as hired but have not yet started onboarding. Locate the new hire's name in the list. Each row displays the hire's name, job title, location, Hire Date, and Start Date. Click the "Start Onboarding" button on the right side of the new hire's row.
A modal will appear prompting you to select an Onboarding Packet. Click the dropdown and choose the appropriate packet for this hire. The templates included in the selected packet will be listed below the dropdown for your review. Click "Next" to continue to the DocuSign envelope preparation screen.
Completing the DocuSign Envelope
After selecting the packet and clicking Next, the system will automatically open DocuSign's Prepare Envelope screen in a new tab. The documents from your onboarding packet will be pre-loaded, and the recipient details will be pre-populated based on the new hire's profile.
The envelope is pre-configured with two recipients in signing order:
- Candidate — The new hire's name and email address, pulled from their Hireology profile.
- Hiring Manager — The name and email of the hiring manager assigned to the role.
Review both recipient records and make any corrections to email addresses if needed. Changing an email address here will update it in both Hireology and the DocuSign envelope.
Click "Next" to proceed to the document field configuration step.
The documents from your packet are displayed in the envelope. Signature fields, initial fields, and text fields are already pre-placed on the documents based on your packet templates. Review the field placements for each document and make any adjustments needed.
Once you have reviewed all documents and fields, click the "Send" button in the bottom-right corner to dispatch the onboarding packet to the new hire.
After clicking Send, the system will return you to Hireology and the new hire will move from the New Hires tab to the Active Onboarding tab with a status of "Sent."
Monitoring Active Onboarding
Once an envelope has been sent, you can track its progress from the Active Onboarding tab within Enhanced Onboarding.
Each hire in the Active Onboarding tab displays:
• The new hire's name and status badge (e.g., Sent, Viewed, Completed)
• The job title and location
• The onboarding packet was assigned
• Hire Date and Start Date
If a new hire has not received or opened their onboarding email, use the three-dot menu (⋮) next to their name to resend the invitation or update their email address.
Candidate Experience
The new hire will receive an email with the subject "Welcome to the team!" containing a secure link to complete their onboarding documents in DocuSign.
The candidate clicks the link in their welcome email. DocuSign opens and displays a "Review and Continue" screen. The candidate must:
1. Read the Electronic Record and Signature Disclosure
2. Check the box: "I agree to use electronic records and signatures"
3. Click "Continue"
The candidate is guided through each document in the packet. Required fields are highlighted. The candidate fills in all personal details, addresses, employment information, and any other required fields.
For documents that require file uploads, the candidate will see an "Upload Attachment" dialog. The candidate clicks "Upload a File," selects the relevant image or document from their device, and clicks "Done." This process is mobile-friendly — candidates can take photos directly from their phone's camera roll.
After completing all required fields and uploads across all documents, a "Ready to Finish?" prompt will appear at the bottom of the screen. The candidate reviews their completed forms, then clicks the "Finish" button to submit.
Once the candidate submits, the envelope is automatically routed to the Hiring Manager for their own review and signature (if required by the packet).
Downloading Completed Documents
When all parties have completed and signed the documents, the hire will move from the Active Onboarding tab to the Completed tab.
To download the completed documents go to Enhanced Onboarding > Completed tab
Click the download icon on the right side of the hire's row
A "Download Files" modal will appear with two options:
- Download each document separately: Each document is saved as an individual PDF within a ZIP file
- Download all documents into one file: All documents are saved together as a single PDF
Select your preferred option and click "Download."
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