Permissions: Coordinator, Owner

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

Greenhouse Onboarding allows your organization to assign individual onboarding plans or onboard multiple pending hires simultaneously. Bulk onboarding supports up to 500 pending hires per bulk action.

Select pending hires ready for bulk onboarding

Once you mark a candidate as hired in Greenhouse Recruiting, the candidate appears in Greenhouse Onboarding as a pending hire. Your organization may have multiple pending hires at different stages of readiness prior to the actual onboarding process. You must first filter the list of pending hires to those ready for bulk onboarding prior to performing the bulk action.

Note: A pending hire is considered ready for bulk onboarding when they have a personal email address, start date, and employment status on their profile. This information is only added to the pending hire's profile in Greenhouse Onboarding if it was added to their candidate profile in Greenhouse Recruiting prior to marking the candidate as hired.

These fields must also be synced to their corresponding field in Greenhouse Recruiting in order for the information to appear on the pending hire's profile. Click here to learn more about field mapping between Greenhouse Recruiting and Greenhouse Onboarding. 

If you have a pending hire who's missing this information, please see the section individually assign an onboarding plan.

Navigate to the Pending Hires panel from your Greenhouse Onboarding dashboard and click See All.

Screenshot of the see all button.

From the Pending Hires page, click the checkbox Show only pending hires ready for bulk onboarding. You can filter the list further as needed using the filter panel.

Screenshot of the pending hires read y for bulk onboarding checkbox.

Individually select or use the select-all checkbox to include your list of pending hires in the bulk onboard action. Then, click Bulk Onboard when you finish

Screenshot of the bulk onboard button.

Onboarding groups

Now that the pending hires are selected for bulk onboarding, Greenhouse Onboarding sorts them into Onboarding Groups based on the following four criteria:

  • Department
  • Location
  • Employment status
  • Other criteria

Navigate between the Onboarding Groups by clicking the different groupings on the left-side panel.

Screenshot of the onboarding groups.

The Pending tab in the right-side panel shows you which pending hires are included in a specific onboarding group. Deselect the checkmark next to the pending hire's name to exclude them from the bulk onboard.

Screenshot of the checkbox unselected.

Click Preview in the right-side panel to view the onboarding plan for pending hires in the selected onboarding group. The onboarding plan shows you the assigned tasks, e-signature templates, feedback questions, and emails based on the rules you configured.

Screenshot of the preview tab.

Review the pending hires and onboarding plan for each onboarding group. Click Assign onboarding plans at the bottom of the page when finished.

Note: If Greenhouse Onboarding is unable to process a pending hire included in the bulk onboard action (for example, the pending hire's email address already exists in your Greenhouse Onboarding account), bulk onboarding still continues for the remaining pending hires. All pending hires who fail to process during bulk onboarding will be included in the bulk onboarding email.

Bulk onboarding emails

When a bulk onboard action is complete, the user who performed the bulk action will receive a summary email of pending hires successfully onboarded and any pending hires who were excluded from the bulk action.

Screenshot of the summary email

Additionally, users who are assigned to complete tasks for pending hires included in the bulk onboard will receive an email of tasks to complete per pending hire.

Individually assign an onboarding plan

From your Greenhouse Onboarding dashboard, navigate to the Pending Hires panel and select a pending hire.

Screenshot of the pending hires panel.

Fill out the Convert Pending Hire dialog box with all relevant information for your pending hire. If you would like to notify people within your organization of the new hire, select the recipient(s) name from the People To Notify dropdown.

Screenshot of the convert pending hire dialog box.

Once finished, click Review onboarding plan at the bottom of the page to progress to the next step.

Note: Check the Skip onboarding plan box, then click Create Profile to onboard the pending hire without assigning their onboarding plan.

To delete a pending hire, click Detele Pending Hire.

The onboarding plan shows you the tasks, e-signature templates, feedback questions, and emails assigned to the pending hire based on the rules you configured.

Screenshot of the review onboarding plan page.

Click Assign Plan at the bottom of the page once you have reviewed the Onboarding plan.

The summary page provides an overview of the new hire's information, their onboarding plan, and the recipients who will be notified about the new employee. 

Screenshot-of-the-summary-page.png Click Onboard Another Employee to complete this process for another pending hire, or Back to Home to navigate to your Greenhouse Onboarding dashboard.