Hire Employees

Modified on Wed, 3 May, 2023 at 2:10 PM

Every new employee requires an employee profile record within the application. How that record gets created depends on what modules your company is using and how your company is configured. There are four different ways to hire an employee through the HR module:

Manual Hire
Hire with an HR Action
Hire an applicant manually (From Recruiting Module)
Hire an applicant with an HR Action (From Recruiting Module)

Manual Hire

To manually hire an employee into the application, enter all the needed information on the employee record. As soon as you select “Add”, the employee has an immediate profile record.

To begin, navigate to: My Team > Employee Information and choose Hire.

There are four areas to complete to manually hire an employee.

Personal Information (Click to enlarge)		Personal Information Includes straightforward information to begin the hire. Some fields, such as Name, are required. NOTE: Employee ID and Username may be configured to auto-populate your company.
Basic Information (Click to enlarge)		Basic Information Includes Primary National ID and email addresses. NOTE: System generated notifications/messages are sent to the primary email address; which may be business or personal, based on needs.
Other Settings (Click to enlarge)		Other Settings This area includes basic company configured profiles, such as security profiles. This is where hired/started dates are entered.
Defaults (Click to enlarge)		Defaults Includes any company specific defaults. This screen allows for “Add Employee” which hires the employee into the database.

After this, the employee profile is created. You need to manage the records and add additional information based on company specifics. Key HR Fields could include:

Pay Info/Base Comp – payroll related information such as job and salary
Addresses/Phone numbers
Company Dates – company specific, such as birthdate or benefit eligibility date
Managers of employee

Certain fields on the employee profile may be set to required based on your company specific needs.

Additional HR features such as certifications, assets, or credentials are entered on the HR tab of the employee profile.

Hire with an HR Action

An HR Action is used for any employee creation that requires approval. The HR Action is attached to a workflow and in the workflow, a person(s) is named to act as the approver. To hire new using an HR Action, you go to the HR Actions window. Watch the short clip below of where to access.

New Hire with HR Action

Once in the New Hire HR Action, the widgets, and fields you see, are configured based on your specific company needs. Enter all the information. Once on the last widget, select Submit to process the new hire request.

Click the photo below to see where you view a pending new hire request.

New Hire Submit (Click to Enlarge)

New Hire Submitted (Click to Enlarge)

Hire an Applicant Manually (From Recruiting Module)

To hire an applicant manually, your company must have the Recruiting Module enabled. This process is much like hiring an employee manually; it just starts with an applicant who applied for a job requisition.

This process begins on at Team > Recruitment > Candidates > Applicants.

After selecting HIRE, the window below appears. Applicants are hired against the job application (job requisition) they applied for.

Hire Applicant

Applicants may also be hired from the Job Application. This is accessed from Recruitment > Candidates > Job Applications.

Hire an Applicant with an HR Action (From Recruiting module)

To hire an applicant with an HR Action, your company must have the Recruiting Module enabled. This process is much like hiring an employee with an HR Action; it just starts with an applicant who applied to a job requisition. This process has someone approve the applicant for hire using a workflow.

This process begins on at Team > Recruitment > Candidates > Applicants.

Once selecting HIRE, the below window appears, and an HR Action is used. Applicants are hired against the job application (job requisition) they applied for. Once in the New Hire HR Action, the Widgets and Fields you see, are configured based on your specific company needs.

HR Action Applicant