Permissions: --

Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding subscription tiers

Note: Any user with Admin-level permissions or above can add new hires to Greenhouse Onboarding.

In Greenhouse Onboarding, new hires are added in one of two ways:

  • Manually creating a new hire
  • Converting a pending hire to a new hire

Note: Pending hires are automatically added to Greenhouse Onboarding from Greenhouse Recruiting after a candidate has been marked as Hired.

Manually add a new hire

To manually add a new hire, begin by clicking Add a New Hire from your Greenhouse Onboarding Dashboard.

Screenshot of add new hire button

When you create a new hire, you'll have to enter in all their profile details on the next page. Once you've defined these details, you can define their onboarding plan at the end of the page. Click here to skip to that step.

Screenshot of details page for new hire

Convert a prospect to a new hire

When a candidate is marked as Hired in Greenhouse Recruiting, they are included in Greenhouse Onboarding as a pending hire.

To convert a pending hire to a new hire, select their name in the Pending Hires panel on your Greenhouse Onboarding Dashboard.

Screenshot of name on pending hires list

When you're converting a hire, Greenhouse Onboarding will automatically add details to their profile based on the information entered in Greenhouse Onboarding. Confirm their details on the next page and make any updates as needed.

Screenshot of pending hire details

After you confirm the details, you'll need to follow the steps below to assign a new hire's onboarding plan.

Assign a new hire's onboarding plan

Regardless of the way the hire was added to Greenhouse onboarding, you can define their Onboarding Plan in the Onboarding Criteria section of their details page when you're creating or reviewing their account.

Screenshot of onboarding criteria panel

Note: New hires will be assigned tasks based on your Onboarding Criteria selections above. To receive their Onboarding Plan, new hires' Onboarding Criteria must match at least one of each Onboarding plan criteria set for a given task under Settings > Tasks.


When you're finished, click Review Onboarding Plan at the bottom right corner of the page.

Note: If you want to create a new profile in Greenhouse Onboarding without assigning an Onboarding Plan (such as for adding existing employees to the system), check the box for Skip Onboarding Plan, then click Create Profile. Emails from your Onboarding Plan still will be sent to the employee, but no feedback, tasks, or e-signatures will be assigned to them.

Screenshot of review onboarding plan button

Review the new hire's Onboarding Plan on the next page. You can modify any automatically generated tasks by selecting them from a list. If you need to add any additional Tasks or E-Signature Templates, you can update them on this page.

Screenshot of review onboarding plan page

When you're finished, click Assign Plan.

Screenshot of assign plan button

After you assign a plan to a new hire, you'll be able to review their assigned tasks and documents on the Summary Page. You can also click Preview Welcome Experience to see the new hire's experience when they log into Greenhouse Onboarding for the first time.

Screenshot of preview welcome experience button

When you're finished, click Onboard Another Employee to manually add a new hire to Greenhouse Onboarding, or click Back to Home to navigate back to your dashboard.

Screenshot of onboard employee and home buttons