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How To Use Onboarding Checklists from the Candidate Record
How To Use Onboarding Checklists from the Candidate Record

[Crelate Omni] Learn how to use an onboarding checklist from a candidate (contact) record.

Written by Sarah Koss
Updated over a week ago

Onboarding checklists enable you to define and assign actions for onboarding and pre-boarding for every candidate you intend to place or hire. Checklists drive consistency in the onboarding process while also allowing flexibility to add individual checklist items for each candidate individually as needed.

To create a Checklist for a Candidate:

  1. Select the Hire tab from the Contact record

  2. Click on the "+" button to start the checklist. This opens the "Create a new Checklist" dialog:

    First step is to select an onboarding template from the list. (Note: Templates are defined by an admin and at least one must be created before you can create an onboarding checklist.) To learn more about onboarding templates, see Onboarding Template Overview and How to Use Onboarding Templates.

    On the left side of the dialog are data fields for the checklist as a whole. These are:

    • Name: Title of the checklist. By default, the title will be a concatenation of the Candidate’s name and the template name, but you can edit it.

    • Due On: Due date for completing the checklist. If you enter a date here, you will get the option to set all items in the checklist to the same date. (The option will appear immediately below the field.)

    • Owner: Used to set an owner of the whole checklist. If you have a designated person who is responsible for completing onboarding as a process, you can specify him/her/them here. If you enter a person here, you will get the option to set this person as the owner for all items. (The option will appear immediately below the field.)

    • Regarding: You can choose an existing job to associate with this checklist.

    • Autocomplete flag: When set, the checklist will automatically be marked complete when all items are complete. This is set on by default.

Note: each checklist is made up of one or more action items, and each item can have its own individual due date and owner, if desired. Here is an example of a checklist started from a template, before any edits are made:

Once you select a template, you can edit any item from the template and/or add new items or groups of items specific to this candidate’s onboarding. This flexibility allows for a tailored experience. For example, if you hire many line employees and only a few people managers, you may want every person to go through a standard set of items but add some tasks for only for the people managers such as HR training. (Of course, you could also make an onboarding template for people managers if you were hiring them frequently.

To edit any item inherited from the template,

  1. Click the item to edit

  2. Make changes to the Due On, Owner, and Instructions fields, as needed

(Note that you cannot change the type of action nor can you delete an item from a template. This helps ensure consistency in your onboarding practices.)

You can also create new onboarding items and new groups of items that are specific to this candidate. To create a new Item, click Add Item:

Checklist item actions may be one of several Actions:

  • Manual (the default), in which you enter in text to describe any action desired

  • Activity, including Tasks, Interviews, and Screens, plus any user-defined Activities

  • Create an Attachment

Each item can have a Title, Instructions, Due Date, Owner, and can be set to be required. When you create an Attachment action, it can be for any regular document such as a resume; or it can be an Artifact. If you are creating a document that is an Artifact, you can also set up verification so that someone in your organization ensures the artifact is valid as an additional step. This is extremely useful for actions such as I-9 work authorization verification, valid commercial driver’s licenses, and other credentials requiring verification for proper compliance. (Learn more about Artifacts and Artifact Verification.)

To create a new group of onboarding items, click Add Group in the Create checklist dialog. This will create an item within the group to start. You can edit this item, add new items, and edit the Group name as well, exactly in the same way as shown above.

A single candidate can have more than one onboarding checklist. Any additional checklists are created and modified in the same way. This can be useful if you have separate onboarding and pre-boarding checklists, and only want to start onboarding if the candidate passes the pre-boarding steps first. To add another checklist, click the green plus button again:

Learn more about Onboarding in Crelate Hire:

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