> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/recruitment-v2-setup/onboarding-templates.md).
# 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:
1. **copy** an existing layout
2. **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**
1. Click **+ Add Email Milestone** to add a new email milestone row
2. then enter the **Milestone Title**
3. select the **Owner** from the dropdown **(Candidate or Internal)**
4. enter a **Description**
5. 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.
1. Enter the **Milestone Name**.
2. Enter the **Email Subject**.
3. Compose or edit the **Email Body** content.
4. Use **Placeholders** to insert dynamic fields for Candidate, Job, or Special values.
5. Review the **Preview Email** field to check the template output.
6. Click **Preview** to see a full preview of the email.
7. Click **Save** to save the email template.
**To add a Checklist Milestone:**
**Step 1:**
1. Click **+ Add Checklist Milestone** to add a new checklist milestone row
2. then enter the **Milestone Title**
3. select the **Owner** from the dropdown
4. enter a **Description**
5. 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.
1. Enter the **Milestone Name**.
2. Enter the **Email Subject**.
3. Compose or edit the **Email Body** content.
4. Use **Placeholders** to insert dynamic fields for Candidate, Job, or Special values.
5. Review the **Preview Email** field to check the template output.
6. Click **Preview** to see a full preview of the email.
7. Click **Save** to save the email template.
**Step 3:** In the **Departmental Checklist** Options section below the milestone
1. select the **Department** from the dropdown
1. 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.
{% embed url="" %}
### **Create a New Template**
**Step 1:** Log in to the **Cloud porta**l, Go to **Settings**, Select **Recruitment V2.**
**Step 2:** Go to **Onboarding Template**and 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**
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**
**Step 1:** In the email milestones page:
1. Click **+ Add Email Milestone** to add a new email milestone row
2. then enter the **Milestone Title**
3. select the **Owner** from the dropdown **(Candidate or Internal)**
4. enter a **Description**
5. 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.
1. Enter the **Milestone Name**.
2. Enter the **Email Subject**.
3. Compose or edit the **Email Body** content.
4. Use **Placeholders** to insert dynamic fields for Candidate, Job, or Special values.
5. Review the **Preview Email** field to check the template output.
6. Click **Preview** to see a full preview of the email.
7. Click **Save** to save the email template.
**To add a Checklist Milestone:**
**Step 1:** In the checklist milestone page:
1. Click **+ Add Checklist Milestone** to add a new checklist milestone row
2. then enter the **Milestone Title**
3. select the **Owner** from the dropdown
4. enter a **Description**
5. 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.
1. Enter the **Milestone Name**.
2. Enter the **Email Subject**.
3. Compose or edit the **Email Body** content.
4. Use **Placeholders** to insert dynamic fields for Candidate, Job, or Special values.
5. Review the **Preview Email** field to check the template output.
6. Click **Preview** to see a full preview of the email.
7. Click **Save** to save the email template.
**Step 3:** In the **Departmental Checklist** Options section below the milestone
1. select the **Department** from the dropdown
2. 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.
**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 the details are filled, click **create template** to save the template.
{% embed url="" %}
**Path Link:** [**https://cloud.pockethrms.com/Recruitment/RecruitmentV2/Index?module=RecruitmentV2\&submodule=Onboarding%20Templates**](https://cloud.pockethrms.com/Recruitment/RecruitmentV2/Index?module=RecruitmentV2\&submodule=Onboarding%20Templates)
**For any queries, contact** [**support@pockethrms.com**](mailto:support@pockethrms.com)
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.
Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:
```
GET https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/recruitment-v2-setup/onboarding-templates.md?ask=&goal=
```
`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.