A Step-by-Step Guide to Employee Self-Onboarding Process

Steps for Individual Onboarding

Admin Help Center · Onboarding

Steps for Individual Onboarding

WHO USES THIS
HR/Admins running onboarding and the new hire completing self-onboarding — the flow is split across roles with handoffs at each step.
WHAT IT DOES
A four-step flow that invites a candidate, lets them fill and submit their profile, then lets HR verify and convert the record into a full employee.
Before You Begin
  • Admin or HR Manager role with access to the Onboarding module
  • The candidate's full name and a valid work email ID
  • Any onboarding fields configured in Settings → General → Custom Fields (optional)
What You'll Achieve

By the end of this guide, the new joiner will have completed self-service onboarding, had their data verified by HR, and been migrated to Team Summary with full access to Workwisely.

The Onboarding Journey
1
Invite
HR sends invite
→
2
Access
Employee fills details
→
3
Review
Submit information
→
4
Verify
HR approval
01
For HR / Admin
Enable Self-Onboarding
Step 1: Enabling Self-Onboarding for Selected Employees

HR/Admin must enable self-onboarding for specific employees by following these steps:
  1. Navigate to Onboarding (Menu) → Individuals(Submenu) → Invited Individuals(Tab)
  2. Click +Invite Individuals button.
  3. Enter the employee's name and email ID for the self-onboarding process and complete all the required details.
  4. Send an Onboarding Invite via email, containing a unique link for self-onboarding.
  5. The status of the invited individual will be shown as Onboarding in Progress.
ON THIS SCREEN
  • Fill Name, Email ID, Hire Date and Reporting Manager
  • Save & Send to trigger the invite email
  • Invite link + passcode are sent to the candidate
Fig: Invite Individuals

Fields Description


Title
Description
Name
Mandatory Field
Type Employee Full Name
Email ID
Mandatory Field
The onboarding process will be sent to the selected candidates either before their joining date or on their first day. You can enter either their personal email ID or official email ID (if created on the first day).
Location
Mandatory Field
Locations added in the Org Structure will be available in the dropdown menu.
Select the appropriate location for the candidate or employee.
If the desired location is not available, click +Add Location under the field. This will redirect you to CoreHR → Org Structure → Locations, where you can add the required location.
Once added, the location will appear in the Invite Onboarding location dropdown.
Business Unit
The business unit added in the Org Structure will be available in the dropdown menu.
Select the appropriate business unit for the candidate or employee.
If the desired business unit is not available, click +Add Business Unit under the field. This will redirect you to CoreHR → Org Structure → Business Unit/Cost Center, where you can add the required business unit.
Once added, the business unit will appear in the Invite Onboarding business unit dropdown.
Department
Mandatory Field

The department added in the Org Structure will be available in the dropdown menu.
Select the appropriate department for the candidate or employee.
If the desired department is not available, click +Add Department under the field. This will redirect you to CoreHR → Org Structure → Department Hierarchy, where you can add the required department.
Once added, the department will appear in the Invite Onboarding department dropdown.
Designation
Mandatory Field
The designation added in the Org Structure will be available in the dropdown menu.
Select the appropriate designation for the candidate or employee.
If the desired designation is not available, click +Add Designation under the field. This will redirect you to CoreHR → Org Structure → Designations/Positions, where you can add the required designation.
Once added, the designation will appear in the Invite Onboarding designation dropdown.
Work Schedule
Mandatory Field

The work schedule added in the Org Structure will be available in the dropdown menu.
Select the appropriate work schedule for the candidate or employee.
If the desired work schedule is not available, click +Add Work Schedule under the field. This will redirect you to CoreHR → Org Structure → Work Schedule, where you can add the required work schedule.
Once added, the work schedule will appear in the Invite Onboarding work schedule dropdown.
Employment Type
Mandatory Field
The employee type added in the Org Structure will be available in the dropdown menu.
Select the appropriate employee type for the candidate or employee.
If the desired employee type is not available, click +Add Employment Type under the field. This will redirect you to CoreHR → Org Structure → Employee Type, where you can add the required employee type.
Once added, the employee type will appear in the Invite Onboarding employment type dropdown.
Manager
A manager is assigned to the employee based on the organizational structure. The assigned manager will be responsible for guiding the new employee, approving necessary requests, and overseeing their initial progress.
Date of Joining
Mandatory Field

The Date of Joining (DOJ) refers to the official start date of the employee in the organization. During the onboarding process, this date must be entered accurately, as it determines the employee's payroll cycle, benefits eligibility, and access to company resources.
Probation Date
When the Date of Joining field is filled, the Probation End Date will be automatically prefilled based on the probation period configured at the designation level.
URL Validity
Mandatory Field

The onboarding link remains valid for a specific duration, which can be configured in terms of Hours, Minutes, or Days based on the organization's requirements. 
Once the validity period expires, the link becomes inactive for candidate or employee, and the HR/Admin team must resend it if the onboarding process is not completed within the given timeframe.
To resend an invite, go to Onboarding → Individuals → Invited Individuals, select the relevant employee record, click on the Three Dots, and choose Resend Invite.


Tip
Each invite email carries a unique, one-time link and passcode for that candidate. If the candidate doesn't act on it, you can resend the invite from the Invited Individuals tab.
02
For the Employee
Access & Fill Details
Step 2: Employee Access to Self-Onboarding

Once the invite is sent, the employee will receive an email containing onboarding instructions and a secure passcode. The employee should:
  1. Click the Launch button in the email.
  2. Log in using the provided passcode.
  3. Begin the self-onboarding process by completing the required details.
  4. Completing Personal Information will unlock the Work Experience section, followed by other relevant sections(Certification, Documents, Bank Information)
ON THIS SCREEN
  • Sections unlock sequentially from Personal Info outward
  • Employee sees each section as they progress
  • Mandatory fields gate the Submit action
Fig: Self Onboarding-Employee View

Note
Sections unlock sequentially. Completing Personal Information unlocks Work Experience, followed by Certification, Documents, and Bank Information.
03
For the Employee
Review & Submit
Step 3: Reviewing & Submitting Information


Once all details are entered:
  1. The employee can review the provided information to ensure accuracy.
  2. Make any necessary edits before submission.
  3. Click Submit to complete the onboarding process.
  4. A confirmation message will be displayed, and HR will receive a notification and the status 
Heads up
The Verify, Reject, and Return actions are available only while the candidate status is Unverified. Once verified, the record moves to Team Summary and can no longer be rejected from this screen.
04
For HR / Admin
Verify & Approve
Step 4: HR Verification & Approval

Once the candidate or employee completes the onboarding process, HR will receive an email notification, and the employee record status will update to Self Onboarding Completed.


Navigate to Onboarding → Individuals → Onboarded Individuals to view the employee data with the status of Unverified.

ON THIS SCREEN
  • Candidates sit in Onboarded Individuals as "Unverified"
  • Three-dots menu exposes Verify / Reject / Return
  • Actions disappear after status changes from Unverified
Fig: Unverified Status

HR has the ability to verify, reject, or return the employee data during the onboarding process. If the data is accurate, HR can verify and approve it. If any discrepancies are found, HR can either reject the
submission or return it to the employee for corrections.

Navigate to the relevant employee onboarding record and click the Three Dots in the Actions column.

All options are available only when the status is Unverified.


. 
ON THIS SCREEN
  • Edit lets Admin adjust data before verifying
  • Return sends the record back to the candidate
  • Reject marks the data as invalid
Fig: Action for the unverified employee data


For the Return status, the default email template will open, allowing you to customize the message and notify the employee or candidate by clicking the Send Mail to update their details and resubmit the onboarding process.

As an Admin, you also have the option to edit the employee data, make necessary changes, and verify the information from your end.Select the relevant employee record and click Edit in each details tab to make any necessary changes.

If the employee data is returned, it will move to the "Invited Individuals" section, with the status marked as "Returned." The employee will receive an email with the passcode to make the necessary changes and resubmit the information.

ON THIS SCREEN
  • Returned records drop back to Invited Individuals
  • Default email template opens for customization
  • Candidate sees status as Return and can resubmit
Fig: Return Default Mail Template

Verify the Employee Data

To verify the candidate or employee data in the onboarding process, follow these steps:
  1. Navigate to Employee Data(Onboarding → Individuals → Onboarded Individuals): Access the employee's profile or the onboarding section where the data for the candidate or employee is stored.
  2. Select the Candidate: Click on the specific candidate or employee whose data you want to verify.
  3. Candidate Status Dropdown: Once the employee data is displayed, locate the Candidate Status dropdown. This dropdown allows you to manage and update the status of the candidate during the onboarding process.

  4. Choose Verified Status: From the dropdown menu, select the option Verified to indicate that the candidate's or employee's data has been reviewed and confirmed as accurate.

  5. Save and Confirm: After selecting the Verified status, save the changes to update the system. This action will update the employee record, confirming that all provided data is accurate and complete, and it will move the employee's status to Verified in the system.





Candidate to Employee Migration

Onboarding → Individuals → Onboarded Individuals

  • Once the verification is complete, you can convert the candidate to an employee by selecting the employee data, clicking the three dots, and then choosing the Convert to Employee option. 

  • A pop-up will appear where you can update the employee's role access from the dropdown menu. The employee ID will automatically be fetched from the team summary sequence. 

  • After making the necessary selections, click Save. The data will then be migrated to the Team Summary module, and the employee will be granted access to the application






?
Frequently Asked Questions
Q.How does the candidate receive the onboarding invite?
Once HR clicks Save & Send on the Invite Individuals form, the system emails the candidate a unique launch link and a one-time passcode. The invite expires when first used.
Q.Can I edit candidate data before verification?
Yes. From Onboarded Individuals → three-dots Actions, use Edit to adjust fields before clicking Verify. All edit/verify/reject/return actions are available only while the status is Unverified.
Q.What happens when I Return a record?
Returning opens the default email template so you can message the candidate, and the record moves back to Invited Individuals with status Return. The candidate can then log in and resubmit.
Q.When does a candidate become an employee?
After verification, use Onboarding → Individuals → Onboarded Individuals and select the record to Convert to Employee. The profile then becomes a full employee record in HR.
Q.Do employees have to complete sections in order?
Yes. Sections unlock sequentially — Personal Information first, then Work Experience, Certifications, and so on. Mandatory fields gate the Submit button.
What's Next
Customize fields
Custom Fields
Capture additional onboarding information beyond the default fields.
Enforce documents
Document Enforcement Group
Make specific documents mandatory and signed during onboarding.

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