Recruiting and onboarding

A requisition carries the position, department, location, hiring manager, recruiter, headcount and target start date. Recruiter can work an opening through Draft, pending approval, Approved and Open, with on hold, Filled and Cancelled available for later decisions. The Hiring Manager has visibility into requisitions and the candidate pipeline. Before an opening is used, the team should decide how headcount approval and the target start date are checked.

Candidates hold contact and source details. Applications connect a candidate to a requisition and record the stage of that specific pursuit. That separation matters when the same person is considered for more than one opening. Interviews belong to an application, with a scheduled time, interviewer, status, rating, recommendation and feedback. A recruiter should use a completed interview and its recommendation to explain a stage change. Rejection has its own reason and date on the application.

• Opening. A requisition connects the open seat to its hiring manager and recruiter.
• Candidate. The candidate record identifies a person; each application identifies the opening and stage.
• Start. An offer records pay and start details, while a checklist and assigned tasks organize the new hire’s preparation.

Decide who records a candidate and how the team checks for an existing person before creating another. Define when the opening is marked Open and what evidence is needed before an offer is sent. The offer records base salary, currency, sign-on bonus, start date and an approving employee. Compare base salary with the pay grade attached to the position before the approver decides. Then agree who changes the application to Hired and requisition to Filled after acceptance.

Onboarding checklists distinguish Onboarding, Offboarding, Transfer and Rehire. Tasks carry a category, due date, assignee, status and evidence. HR can give IT, Facilities, Payroll, the manager and the new hire their own work. The record shows whether a task is Pending, in progress, Completed, Blocked or Skipped. Agree what counts as completed evidence for access and payroll setup.

Start with an Open requisition for a named position and an applicant at Screen. Confirm the application points to the correct candidate and requisition, and review the completed interview recommendation before moving the stage. Create an offer with the correct position and start date; compare its salary and currency with the pay grade. Have Admin compare the pay grade and offer, obtain HR Business Partner review for an in-band amount, and escalate an out-of-band amount. After acceptance, have Admin connect the employee to an onboarding checklist and inspect the assigned task due dates. The final check is the employee’s hire date and a Hire event in employment history.

• Requisition board — Openings grouped by the decision still needed.
• Candidate pipeline — Applications moving through interview and offer stages.
• Onboarding work — Assigned tasks that are pending, under way or blocked.

Use hire and onboard for the complete sequence. Continue into payroll once the worker has a calendar.