Permissions: Coordinator, Owner 

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

Greenhouse Onboarding (GHO) allows your organization to onboard multiple pending hires simultaneously and supports up to 500 pending hires per bulk action. In this article, we will cover the following sequential steps:

Select pending hires ready for bulk onboarding

Once you mark a candidate as hired in Greenhouse Recruiting(GHR), the candidate will show in your Greenhouse Onboarding(GHO) account 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 associated with their profile. This information will only be added automatically to the pending hire's profile in GHO if it was added to their candidate profile in GHR prior to marking the candidate as hired. If you have a pending hire whose missing this information, please see the section individually assign Onboarding Plan.

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

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From the Pending Hires page, click the checkbox Show only pending hires ready for bulk onboarding. Further filter the list of pending hires by any other criteria in the panel as needed. 

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Select the pending hires from the list who should be included in this bulk action and click Bulk Onboard when finished.

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Onboarding Groups

Once the pending hires are selected for bulk onboarding, GHO will sort them into Onboarding Groups based on the following three criteria:

  • Department
  • Location
  • Employment Status

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

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The panel on the right side allows you to view which pending hires are included in a specific  Onboarding Group. To deselect a pending hire so they are not included in the bulk action, click the checkbox to the left of their name to remove the check.

Click Preview in the right-side panel to view the Onboarding Plan for pending hires in the selected Onboarding Group.

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Review the pending hires and Onboarding Plan for each Onboarding Group. Click Assign Onboarding Plans when finished.

Note: If we are 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 will still continue for the remaining pending hires. All pending hires who fail to process during bulk onboarding will be included in an 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.

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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. 

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Fill out the Review Profile page 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.

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Once finished, click Review Onboarding Plan at the bottom of the page to progress to the next step. If you would only like to create the new hire's profile without assigning an onboarding plan, check the Skip Onboarding Plan box. 

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Utilize our Onboarding plan overview support article to complete the onboarding plan for your new hire. 

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

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On the Summary page, you will see an overview of the new hire's information, their Onboarding Plan, and the people you selected to be notified of the new hire. Click Onboard Another Employee or Back to Home to take you to your Greenhouse Onboarding dashboard. 

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