Starting an Onboarding
Option 1: From ATS (Candidate Management)
The fastest path is directly from a candidate's profile in Hirex ATS.
Open the candidate's profile.
Click Onboard to HRIS.
Select the onboarding template to use.
Confirm the candidate becomes an employee in HRIS and their onboarding begins immediately.
The employee is automatically created in HRIS when you onboard from ATS. No need to add them manually first.
Option 2: From HRIS Onboarding
Go to Onboarding → Onboardings.
Click New Onboarding.
Select the employee and the template to apply.
Optionally assign an Onboarding Lead the HR team member responsible for guiding this employee.
Click Save.
Onboarding Statuses
An onboarding moves through the following statuses. You change the status using the status dropdown on the onboarding detail page a confirmation dialog appears before the change is applied.
Status | What it means |
Draft | Created but not started. Tasks, forms, emails, and documents have not been sent to assignees. |
In Progress | Active. All resources are visible to assignees and scheduled emails are being sent. |
Paused | Temporarily stopped. Resources are hidden from the employee until the onboarding is resumed. |
Editing | HR is making changes. Resources are briefly hidden while edits are saved, then resumed automatically. |
Completed | All tasks are done. The onboarding is closed. |
By default, onboarding is automatically marked Completed when all tasks are finished. You can disable this in the onboarding settings.
The Onboarding Detail Page
Click on any active onboarding to open its detail page. The page has two tabs:
Standard shows Tasks, Forms, Emails, and Documents in four collapsible sections, same structure as the template.
Mailing Report shows a log of all emails sent to the employee, their delivery status, and when they were opened.
Assigning an Onboarding Lead
The onboarding lead is the HR team member responsible for this employee's onboarding. They can be set when creating the onboarding or updated at any time from the onboarding detail page.
Changing the Status
Open the onboarding detail page.
Click the status badge to open the status dropdown.
Select the new status.
Confirm in the dialog that appears the change is applied immediately.
Editing an Active Onboarding
You can add, remove, or edit tasks, forms, emails, and documents on an onboarding that is already in progress. The onboarding briefly enters Editing status while you make changes, then returns to In Progress automatically.
Tasks that are already completed are not affected by edits.
New tasks you add are sent to the assignees with notifications.
Completing an Onboarding
Automatic: When all tasks are marked complete, the status changes to Completed automatically (if enabled).
Manual: Use the status dropdown to set the status to Completed at any time.