When you move a candidate to a stage with the Hired outcome, Katara gives them an onboarding checklist. You track it from the candidate's details, and the hire sees any tasks you hand to them on their candidate portal.
How the checklist starts
The checklist is created the first time a candidate is marked as hired:
- If the job has an Onboarding template, the hire gets that template's tasks.
- If it doesn't, the hire gets four starter tasks: collect signed paperwork, set up equipment and system access, schedule first-day orientation, and introduce them to the team.
If the hire signed an offer with a start date, that becomes their start date.
Working through the checklist
- Open the job and click the hire.
- Go to the Onboarding tab. It only appears once the candidate is hired.
- Set the Start date and click Save. Tasks from the template are dated from this day. Change the date later and those due dates move with it.
- Tick a task to mark it done. Untick it to reopen it.
To add a task, type it in Add a task. You can then pick a Due date and an Assignee, and turn on Hand to the hire if the hire should do it. Click Add. To delete a task, click its bin icon.
Tasks for the hire carry a New hire tag, and late tasks show Overdue.
Owners and admins, and hiring managers assigned to the job, can change the checklist. Everyone else who can see the job sees it read-only. Managing tasks needs an active team subscription.
What the hire sees
The hire's candidate portal shows a Your onboarding section with their start date and the tasks handed to them under Things for you to do. They can tick those tasks off themselves, and you'll see Completed by with their name.
If the job has an onboarding template and the hire has an email address, Katara sends them a welcome email when they're hired. It includes the template's welcome note and their tasks.
Reminders
On the morning a task is due, Katara sends a reminder if it's still open. If it's still open the next day, Katara sends an overdue reminder.
- Tasks handed to the hire are reminded by email to the hire.
- Other tasks go to the assignee. If there's no assignee, the reminder goes to whoever hired the candidate.
Onboarding templates
- Open Team settings and choose Onboarding templates.
- Click New template.
- Enter a Template name and, if you like, a Welcome note. The note appears on the hire's portal and in their welcome email.
- Click Add task for each task. Give it a title, optional details and Days from start. Use a negative number for days before the start date, or leave it blank for no due date. Turn on Hire's task for tasks the hire should do.
- Click Create template.
A template needs at least one task. To use it, choose it under Onboarding template when you create or edit a job. Deleting a template doesn't change checklists that have already started.
Only owners and admins can create, edit or delete templates.
Tracking every hire
The Onboarding page on your team lists every hire with their start date, progress and next task. Filter by In progress, Completed or All hires. Owners, admins and members see hires for jobs they can see. Hiring managers see hires for their assigned jobs.