The gap between when a candidate accepts an offer and their first day of work is where you lose the most people. The Pre-onboarding screen tracks exactly that gap and serves as the bridge to the HR module.
When records arrive here
The system states clearly: a pre-onboarding record is created when the candidate signs the offer**. You don't create records manually on this screen — they result from the candidate confirming the job offer.
This means that to use this screen, the pipeline must go all the way to the offer step and the candidate must confirm. The job offer is template 05. Job Offer Letter in Settings › Email Templates (article B15-08).
Five metric tiles
| Tile | What it counts |
|---|---|
| Preparing to onboard | People who have signed the offer but haven't reached their start date |
| Starting within 7 days | About to start work — the group to follow most closely |
| Overdue documents needing reminders | Documents past their submission deadline |
| Incomplete checklist items | Total number of outstanding tasks across all records |
| Onboarded in the last 90 days | People who started work in the past three months |
Four filters: Preparing · Starting this week · Onboarded · At risk.
The At risk filter is the one worth opening every day. Someone about to start whose documents are overdue or whose checklist hasn't moved is an early sign that they're considering another offer.
Tracking table
| Column | Contents |
|---|---|
| Employee | Name of the person about to start |
| Position | The position accepted |
| Start date | First day of work |
| Documents & procedures | Progress on documents and the checklist |
| Status | Overall status of the record |
Checklist templates
The contents of the Documents & procedures column come from Settings › Checklist Templates — described by the system as a set of onboarding procedures applied to each position group. Build at least one template before the first person signs an offer.
An onboarding checklist usually includes four groups of tasks:
| Group | Examples |
|---|---|
| Employee's documents | ID card, diplomas, health certificate, work permit if applicable |
| HR tasks | Draft the contract, set up the employee profile, register for insurance |
| Receiving department tasks | Prepare a desk, accounts, equipment, a mentor |
| First-week tasks | Orientation session, mandatory training courses, meeting with the line manager |
The list of documents employees may be asked to submit varies by local law. Have your company's legal or HR department finalize this list before building checklist templates, rather than copying another company's template.
Transfer to HRM
The Transfer to HRM button at the top of the page moves people who have completed preparation to the HR module, turning the candidate record into an employee profile.
- Confirm the checklist is complete and all documents have been submitted.
- Click Transfer to HRM.
- Go to HR, open the newly created profile, and fill in: branch, department, job title, access group.
- Create the employment contract.
- Set up the insurance record if applicable.
- Set a password for the account so the new hire can sign in.
Step 3 is the one most often forgotten: profiles transferred to HR have no access group, so the new hire will see nothing when they sign in. Assign the access group on the day of the transfer; don't wait until the start date.
What to do during the waiting period
- Stay in touch with the incoming hire at least once a week.
- Send first-day information in advance: arrival time, who to meet, what to bring.
- If the start date is more than a month away, schedule a meeting or call midway through the waiting period.
- Monitor the At risk filter and act immediately when a record lands there.
