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A new hire’s onboarding checklist with their details completed and contract awaiting signature A new hire’s onboarding checklist with their details completed and contract awaiting signature Use New hire when someone needs a job record, pay details and a guided start. Use Quick add when you only need to add them to the team.
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Guided onboarding is rolling out gradually. If People has Add person but no New hire, ask us to turn it on.
Before starting, use Setting up onboarding to choose default documents and personalise the portal.

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Prepare their profile

You need permission to add people to create the hire, permission to edit them to complete later steps, and invitation permission to send their app invitation or finish the hire with a contract. While the hire is a draft, the person who started it can keep editing it even before they appear among the people their role can see. Once the hire is finished, editing, completing or cancelling their onboarding needs them to be among the people your role can see, so set Reports to or their location before you finish if your role only sees part of the team. Identity and bank fields also need people access and permission to view and edit private details for that person. If those fields are hidden, you can still save their name and contact details, including their address, without changing the stored private values.
1

Choose New hire in People

Enter their name and country of work in Personal. Complete the details you already know.
2

Record the job

Set their job details and start date, and Last day of probation if the contract has one. Their reporting manager is the person selected in Reports to.
3

Add pay, or choose Skip pay

Record the pay settings and contracted hours you know while preparing the draft. Amount can stay blank, and hours can be saved without a pay rate. Use Skip pay to leave an untouched pay step for later. You can complete the amount from Job & pay; changing terms after onboarding is finalised requires permission to edit pay.
4

Review the handoff

Choose I’ll add them myself to finish the remaining details, or ask the person to fill them in. Review any offer, contract and onboarding tasks before confirming.
5

Add the person

Choose Add [name], or the variant that sends or copies the preboarding link when you chose that handoff. Continue from their profile to follow progress.
Save as draft keeps an unfinished setup. Open the person’s profile and continue it later. A saved draft already creates their profile; cancelling the wizard before the first save adds nobody.

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Follow what is still missing

The onboarding card on Overview shows the next step and anything holding it up. An offer, when used, comes before the person fills in their details. They can accept or decline it; a decline can include a note for you. Onboarding progress with an accepted offer and a preboarding link ready to send Onboarding progress with an accepted offer and a preboarding link ready to send The preboarding form collects details such as their address, bank details and emergency contact. Those answers appear on the profile. Missing information can hold up document generation, so resolve the fields named on the card. Contracts and acknowledgements have their own completion steps. Use the card’s status instead of assuming that sending a link completes onboarding. Send link, Send offer and a held offer letter each show the email address the preboarding link goes to before you send. If someone changes that address before you send, Begin asks you to check it and send again. A sales demo that includes Documents has New hire turned on, with new starters who join soon already part-way through onboarding. In a sales demo, preboarding emails are simulated. Use Copy link to open the form and try it.
The preboarding link collects information before day one. It is not the invitation to sign in to Begin. The app invitation can wait for details or a contract signature; the card explains what is pending. A hire who already uses Begin with the same address can sign in on the form and join when they send it, or join from the signing page once their contract is signed.
If the hire’s email address changes after the app invitation is queued, the invitation is held instead of going out automatically. The profile card asks you to check the address; someone with invitation permission then sends it from the card. An address the hire enters in their own preboarding form needs no check. Use Cancel onboarding on the profile when you need to stop an onboarding already in progress. This cannot be undone. The person stays in People; delete them separately if they will not join.

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Next

Setting up onboarding

Choose the default documents and portal welcome message.

Creating and signing contracts

Prepare the document and collect signatures.

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