The complete process of Onboarding Candidates is hassle-free with the assistance of the TeamNest Candidate Grid. The Employee Onboarding activities can be easily configured through the dashboard. Also, the relevant documentation such as the Background Check Information, Issuing of Offer Letter, and Appointment Letter to the candidates can be uploaded from the dashboard itself.
For Admins and HR Heads
- Candidate Grid can be accessed through Admin Section >> Candidate Grid.
- From the Candidate Grid click on Add New Candidate and Select the option Add Single Employee from the dropdown.
- A pop-up window will now appear. On the Basic Details tab where you can add the candidate's basic information, such as First Name, Last Name, Email, Mobile Number, etc.
Additionally, you can assign the relevant Organisation Units such as the Department, Designation, Location details and the Reporting Manager (Supervisor) to the candidate using the Organization Details tab. - You can also add multiple candidates in one click by selecting the Bulk Add/Update option from the Add New Candidate dropdown menu.
- On clicking on the above menu option, the Employee Bulk Upload window will appear.
- To upload multiple candidates simultaneously, please prepare the Excel Employee Master file with all relevant details in the required format. The sample.xlxs file can be used as a template to create this file.
i. From the Employee Bulk Upload window, click on the Bulk Create New Employee tab.
ii. Next, tick the ‘Do you already have the input file’ checkbox. If you do not have the file, click on the sample.xlxs to download the template.
iii. Once the file is filled with the required details, click on Choose file and then point to the sample Excel file that you have created. Finally, click on the Upload input file button to complete the bulk upload of candidates. - Once the new candidates have been successfully added, subsequently the HR-related tasks for completing the candidate onboarding, such as uploading the Offer Letter, Appointment Letter, and Background Check document, can be taken up as per the schedule set out by the company.
i. Onboarding-related letters can be directly uploaded to the Candidate Grid. To perform this, click on the Upload option under the Offer Letter or Appointment Letter section, select the appropriate letter format, and then click on the Submit button.
ii. Alternatively, we also have the functionality to generate the Offer Letter or the Appointment Letter directly on the portal from the Admin Section > Candidate Grid. For this, the appropriate letter formats have been initialised in the system as a one-time activity.
iii. By clicking on the Generate link under each letter section, a pop-up window will appear allowing you to generate and download the letter.
iv. If you click on the Upload option, you will also have the option to notify the candidate. The notification can be sent either through the portal or via email once the letter has been uploaded. - Clicking the Send option in the Send Invite field within the Candidate Grid will automatically trigger an email invitation, prompting the candidate to sign up to the TeamNest portal.
For Candidates
1. Once the Admin/ HR sends the Invite to the candidate, he/she can sign up to the Teamnest portal by entering their email ID and password using the signup link received on their registered Email ID.
2. After signing up the Candidate will be able to access the Candidate Dashboard. The dashboard has three tabs namely Letters, Profile Updates and Onboarding.
i. Letters - The Letters that have been uploaded by Admin / HR to be accepted by the Candidate.
ii. Profile Updates - The data that needs to be filled out by the Candidate with supporting attachments (wherever applicable), and
iii. Onboarding - The list of Onboarding tasks assigned, which need to be completed by the Candidate.
3. As and when the Candidate updates and/or takes action on any of the above 3 tabs, the Admin / HR will get a notification on the progress.
Converting a Candidate into an Employee (For Admins and HR Heads)
1. Once the Candidate has completed their Onboarding tasks and joined the organisation, you can shift the Candidate to the Employee section. To do this, Go to
Admin Section > Candidate Grid and click on the Green Tick icon.
2. In the pop-up window that appears, Confirm the Candidate by defining the access role for him/her from the given dropdown.
3. The Candidate will now appear in the Employee Grid where the applicable Master Policy, Reporting Structure, and other necessary information regarding the Employee Profile can be updated. At this point, the Candidate will no longer appear in the Candidate Grid.
4. In case the Candidate does not join on the expected date of joining, they can be marked as ‘Not joining’ by clicking on the Red Cross icon that appears next to the Green Tick icon. The Candidate will not be visible in the Pending Candidate Grid. To view the Candidates that did not join, you need to select the filter value of Not Joined.
Setting up Onboarding Tasks for the Candidate and the Managers
1. On the TeamNest portal, we provide the option to set up various onboarding tasks for candidates and their Reporting roles / Managers. To configure these tasks, you can navigate to
Admin Section > Setup Policies > Onboarding and Exit > Onboarding Tasks.
2. By clicking on Add Onboarding Task, you can add and assign tasks to candidates in accordance with your organisation's policies.
3. You can also assign specific onboarding tasks to the Candidate’s Reporting roles or Managers. This can be assigned from the Add Task window by selecting either Direct Reporting Roles or Non-Direct Reporting Roles as applicable.
4. Once created, the tasks can be assigned under the relevant Onboarding policy through the Onboarding and Exit Configuration page.
5. You can create a single or multiple onboarding policies based on the organization policies. Go to
Admin Section > Setup Policies > Onboarding and Exit
Click on the Add New Configuration button. Now under the Onboarding tasks tab, you can select the appropriate onboarding tasks from the multi-select list. Click on Submit once done.A similar process can be followed for setting up tasks on the Exit of an employee under the Exit tasks tab.
6. The applicable Onboarding and Exit Policy can now be assigned in the relevant Master Policy from the Admin section > Setup Policies> Master Policies.
7. The Onboarding tasks will be automatically assigned in accordance with the Onboarding and Exit Policy outlined in the Master Policy when a Candidate is added to the Candidate Grid.
Comments
0 comments
Please sign in to leave a comment.