Once all the items and packages have been set-up, users would either add the items to a Client (which will be copied to a Job when created) or directly to the new Job.
Once on the Job, the items can be tailored by adding or removing items as required.

Users are now at the stage when they are ready to submit Candidates to the Job. They can choose to manually add the Compliance/Onboarding Items/Packages to the Candidate(s) here, or allow Adapt to add them using the decision process below. (Remember - The Candidate may already have had pre-screening checks assigned to them).

When one of the Pre-Hire, New-Hire and Re-Hire workflows (see the article Creating an Item for Compliance and Onboarding for the defined workflows) are run on a Candidate record, then the Compliance/Onboarding decision flow is instigated:

First Step - Check the items exist on the Candidate record.

The Job is checked first to find out which (Active) items are linked to the Job, and then the Candidate is checked to see whether Onboarding Request Items exist on the Candidate record to match the Job items.

1. If Yes, check the Enforcement Stage of the Item (Pre-Hire, New-Hire, Re-Hire) against the workflow currently being run. (For example, if the item is a Pre-Hire item and the user is running a Pre-Hire workflow such as Send CV or Interview then the item is valid for this stage. If the workflow being run is in New-Hire and the item enforcement stage is not New-Hire, then ignore). If the Enforcement Stage contains the workflow being run, then check the Status of the Onboarding Request Item on the Candidate record.

** If the status is Incomplete, then check the Hiring Requirement: 

  • If the Hiring Requirement is Required a message is displayed "Candidate does not have Required Items" and the user will be unable to continue the workflow until this Item is complete. 
  • If the Hiring Requirement is Preferred a message is displayed "Candidate has Incomplete Items" but the user can continue with the workflow if required.

** If the status is Complete, Adapt will check to see whether an Expiry Warning is required on the Onboarding Request Item on the Candidate record. If 'No', continue, if 'Yes', check the field ‘Warn When Item…’ to calculate whether the expiry of the item:- 

Expires before end of booking (if end date is present on job)
Expires within 3 months (from today)
Expires within 6 months (from today)
Expires within 12 months (from today)

If the item passes the expiry warning check validation, then continue. If it does not, the Hiring Requirement is then checked. 

  • If the Hiring Requirement is Required a message is displayed "Candidate has Items which are going to expire" and the user will be unable to continue the workflow. 
  • If the Hiring Requirement is Preferred a message is displayed "Candidate has Items which are going to expire" but the user will be able to continue the workflow if required.

2. If No, check the Enforcement Stage of the Item (Pre-Hire, New-Hire, Re-Hire) against the workflow currently being run. If the Enforcement Stage contains the workflow being run, then check the Hiring Requirement.

  • If the Hiring Requirement is Required a compliance check message is displayed showing the missing items, and the user will be unable to continue the workflow until this item is complete. The user can choose to create the 'Onboarding Request Items' for this Candidate at this stage. If they say yes, the 'Onboarding Request Items' will be created and the compliance checking process will start again. Follow up tasks will be created for each item as a reminder and users will need to add expiry dates to the 'Onboarding Request Items' on the Candidate record if required:
  • If the Hiring Requirement is Preferred a message is displayed to say that the Candidate has incomplete items, but the user can continue with the workflow if required. The user can choose to create the 'Onboarding Request Items' for this Candidate at this stage. Follow up tasks will be created for each item as a reminder and users will need to add expiry dates to the 'Onboarding Request Items' on the Candidate record if required:

Pictoral View of the decision process:

Note: The Pre-Hire checks happen when modifying or loading the current record. The New-Hire and Re-Hire checks are done when confirming the action (as the end date can change). For Pre-Hire and New-Hire, the items on the Job record are compared with the Candidate items.

Re-Hire
checks are done by comparing the items on the Assignment record with the Candidate items rather than the Job. Onboarding Request Items with an Enforcement Stage of 'Re-Hire', are automatically assigned to Candidates when running 're-hire' related activities such as Change Dates.

For the Quick Book workflow, the items on the Client record are compared with the Candidate items.

The process followed is the same for booking Candidates and post booking Onboarding.

Follow up Missing or Incomplete Items

Tasks are created for each automatically created Job 'Onboarding Request Items' to ensure users follow them up. However, the best way of monitoring a Candidate's pre-screening, compliance or onboarding checks is to use the standard studio called Compliance and Onboarding. This gives an overview of a Candidate's compliance/onboarding status, displays a breakdown of the items assigned and allows users to run follow-up actions.
There is also a section in the Candidate Search called Compliance & Onboarding Items. Users can use a date range to search for an Item's Expiry Date, Due Date and Date Completed.

When an item is completed, users should use the action 'Update Item' to change the Status to Complete.


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