🟡Onboarding Templates

Onboarding Templates

Path: Cloud > Settings > Recruitment V2 > Onboarding Templates.

Onboarding Templates allow HR administrators to create and manage structured onboarding workflows for candidates. Each template consists of milestones — either email tasks or checklist tasks — that are triggered based on the candidate's date of joining. Templates can be assigned to candidates to ensure a consistent and organised onboarding experience.

Important Note: You can edit or delete a template only if it is not linked to any candidate. Do not delete a template if an employee is mapped to it.

Manage Existing Templates

Step 1: Log in to the Cloud portal, Go to Settings, Select Recruitment V2.

Step 2: Go to Onboarding Templates. Use the search bar to look up specific workflows and see how many active tasks are included in each template.

Step 3: Use the icons on the template card to:

copy an existing layout
delete a workflow that is not linked to an employee.

Template Configuration

Click on the template card you want to edit , the Template Name, and Description fields are prefilled

Onboarding Milestones

The Onboarding Milestones section displays all milestones added to the template, along with a count badge showing the total number of milestones. Each milestone is numbered and can be either an Email Milestone or a Checklist Milestone.

To add an Email Milestone

Click + Add Email Milestone to add a new email milestone row
then enter the Milestone Title
select the Owner from the dropdown (Candidate or Internal)

enter a Description
and set the number of Days before Date of Joining.

Step 2: Optionally, click the email icon on the milestone to configure the email notification associated with that milestone.

Enter the Milestone Name.
Enter the Email Subject.
Compose or edit the Email Body content.
Use Placeholders to insert dynamic fields for Candidate, Job, or Special values.
Review the Preview Email field to check the template output.
Click Preview to see a full preview of the email.
Click Save to save the email template.

To add a Checklist Milestone:

Step 1:

Click + Add Checklist Milestone to add a new checklist milestone row
then enter the Milestone Title
select the Owner from the dropdown
enter a Description
and set the number of Days before Date of Joining.

Step 2: Optionally, click the email icon on the milestone to configure the email notification associated with that milestone.

Enter the Milestone Name.
Enter the Email Subject.
Compose or edit the Email Body content.
Use Placeholders to insert dynamic fields for Candidate, Job, or Special values.
Review the Preview Email field to check the template output.
Click Preview to see a full preview of the email.
Click Save to save the email template.

Step 3: In the Departmental Checklist Options section below the milestone

select the Department from the dropdown

select the employee to Assign To.

Step 4: Click the Select checklist items dropdown and select the checklist items to be completed for this milestone.

Step 5: Check the Prevent onboarding unless checklist is complete checkbox if you want to block the onboarding process until this checklist is fully completed.

Step 6: Click + Add New to add another department checklist row to the same milestone, if required.

Step 7: Click the Delete icon on the top right of the milestone card to remove it.

Step 8: Once all changes are made, click Save to apply the changes, or close the screen to exit without saving.

Create a New Template

Step 1: Log in to the Cloud portal, Go to Settings, Select Recruitment V2.

Step 2: Go to Onboarding Templateand Click on the + New button in the top right corner to open the builder view.

Step 3: Enter a template name, add a description.

Onboarding Milestones

To add an Email Milestone

Step 1: In the email milestones page:

Click + Add Email Milestone to add a new email milestone row
then enter the Milestone Title
select the Owner from the dropdown (Candidate or Internal)

enter a Description
and set the number of Days before Date of Joining.

Step 2: Optionally, click the email icon on the milestone to configure the email notification associated with that milestone.

Enter the Milestone Name.
Enter the Email Subject.
Compose or edit the Email Body content.
Use Placeholders to insert dynamic fields for Candidate, Job, or Special values.
Review the Preview Email field to check the template output.
Click Preview to see a full preview of the email.
Click Save to save the email template.

To add a Checklist Milestone:

Step 1: In the checklist milestone page:

Click + Add Checklist Milestone to add a new checklist milestone row
then enter the Milestone Title
select the Owner from the dropdown
enter a Description
and set the number of Days before Date of Joining.

Step 2: Optionally, click the email icon on the milestone to configure the email notification associated with that milestone.

Enter the Milestone Name.
Enter the Email Subject.
Compose or edit the Email Body content.
Use Placeholders to insert dynamic fields for Candidate, Job, or Special values.
Review the Preview Email field to check the template output.
Click Preview to see a full preview of the email.
Click Save to save the email template.

Step 3: In the Departmental Checklist Options section below the milestone

select the Department from the dropdown

select the employee to Assign To.

Step 3: Click the Select checklist items dropdown and select the checklist items to be completed for this milestone.

Step 5: Check the Prevent onboarding unless checklist is complete checkbox if you want to block the onboarding process until this checklist is fully completed.