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Hire a candidate (the hire wizard)

Start with Hiring > Onboarding > Hire New, fill in each wizard step, then Send Offer, Submit for Approval or Hire Directly.

To hire someone, switch to the Worker view and open Hiring > Onboarding, then select Hire New (or choose Hire on a candidate). The hire wizard walks you through Personal Info, Agreement and Organization, then the pay steps for the position. It ends with Review & Send, where you select Send Offer. The new hire gets the offer by email and text.

Who can do this: People whose permission group includes the hire permission ("Permissions to initiate the hiring process") or the hire directly permission. Hire Directly needs the hire directly permission. Adding manual overrides in the wizard needs its own permission. Hiring is on the web only.

Before you start

  • The office and the position must already exist. Admins set them up in Settings (Admin view).

  • The position decides which pay steps you fill in. The offer letter template decides which documents the new hire signs.

  • The department name doesn't decide whether someone is paid as a W-2 employee or a 1099 contractor.

Start a hire

  1. Select Worker in the Worker / Admin toggle, then Hiring > Onboarding.

  2. Select Hire New. If you have the hire directly permission, you can also start from Hiring > Candidates (row menu, Hire). You can also start from Hiring > Pipeline (card Edit, then Hire).

  3. The wizard opens with the title Onboard Employees. It's the same wizard for contractors and employees.

The wizard steps

  1. Personal Info: First Name, Last Name, Personal Email, Phone Number, Work Emails (Add Work Email), and the office state and office (your company may use another word for office). Companies that pay W-2 employees through SequiPay on Sequifi also see Work From Home.

  2. Agreement: Start Date (quick picks "1st day of current month", "1st day of current year", "Current day"), End Date, Probation Period if shown (None, 30, 60 or 90 Days), Offer Expiry Date (quick picks +10, +30 or +60 days; it can't be before today), and "Is this person eligible for bonus?". If you choose Yes, enter the Hiring Bonus / Resign Bonus and Date to be Paid. With the S-Clearance add-on you also see "S-Clearance background check upon onboarding".

  3. Organization: choose the department and position (your company's words), the Offer Letter Template and Experience Level if shown, whether the person is a manager, their Manager, Team if shown, and Recruiter (plus additional recruiters). Until you pick a position, you see "Select a position to unlock the next steps."

  4. Pay steps, only if the position uses them: Wages, Redline (the name depends on your industry), Commission and Upfront (per product), Deductions and Accruals (Per Period or Sales) and Overrides. Positions with defaults already filled in skip those steps.

  5. Additional Information, if your company has admin-only hiring fields.

  6. Documents, if a document in the offer template needs details from you.

Select Save & Continue to move on and Save & Finish on the last step. A new hire's Start Date can be in the past.

Review & Send

  1. Check the summary: Hiring for, Office location, Agreement term and Offer expiry on. To fix something, select Edit Details.

  2. Type your name in "Enter your full name here". This is your signature as the sender.

  3. Tick "I hereby acknowledge that all information added is correct and reviewed."

  4. Select the button you need:

    • Send Offer: "The offer will be sent out to the worker's email. An SMS will also be sent out to their phone number." You see "Offer Sent Successfully".

    • Submit for Approval: shown instead of Send Offer when your company requires approval before offers go out. You see "Onboarding Completed", which means it went for approval, not that the hire is done.

    • Hire Directly: skips approvals and hires the person right away ("Employee Hired Successfully"). Only with the hire directly permission.

If you stop partway

An unfinished hire is saved as Draft on Hiring > Onboarding. Select Draft in the person's status to pick up where you left off.

What happens next

The person opens their offer from the email or text, signs, and accepts it. You follow each step on Hiring > Onboarding. See After you send an offer: what happens next.

On the mobile app

You can't hire in the app. More > Hiring shows view-only lists. Use the web.

Troubleshooting

  • No Hiring in the menu, or no Hire New: Hiring is in the Worker view, and it needs Hiring permissions. See Where is Hiring? (Worker view for admins).

  • Hire on the Candidates list is missing or does nothing: start from Hiring > Onboarding > Hire New.

  • The office or position you need isn't in the list: ask an admin to add it in Settings first.

  • "Select a position to unlock the next steps.": choose a position on Organization.

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