Reviewing a new joiner's onboarding

After a candidate accepts their offer, they fill in their details and upload documents through an online onboarding portal. The offer's detail screen is where HR reviews everything, approves or sends back individual sections and documents, and finally completes onboarding to activate the employee.

1. Employee Lifecycle — Open the Employee Lifecycle group in the menu.

2. Offers — Then choose Offers.

3. Review — On the Pending HR Review row, click Review to open the candidate’s onboarding submission.

4. Tabs — Open each tab — Personal, Bank, Emergency, Documents — and review what the candidate submitted.

5. Approve — For a Pending section, click Approve to accept it, or Reject to send it back with remarks.

6. Request Revision — Use Request Revision to send the whole submission back to the candidate while you still have it under review.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled — check with your HR or IT team.

Opening the review

1. In the left menu, open Employee Lifecycle and choose Offers.
2. Find the offer with status Pending HR Review and click Review. (For other statuses use the View action to open the same screen, read-only.)

What you'll see

At the top is a summary card with the candidate's name, email, the Ref Number, status, and details like Designation, Department, Location, Joining Date, Salary, Probation, Notice Period and Submitted At.

Below that are four tabs, one per section the candidate submitted:

• Personal — first/last name, email, phone, alternate phone, gender, date of birth, address.
• Bank — bank name, account holder, account number, branch, and the bank identifiers (bank code, IBAN, SWIFT/BIC).
• Emergency — emergency contact name, relation, phone and alternate phone.
• Documents — each uploaded document with its proof number, a download button, and its status.

Each section shows a status badge: Not submitted, Pending, Approved or Rejected.

Steps — reviewing sections and documents

1. Open a tab and check the details the candidate entered.
2. For a section that is still Pending, click Approve to accept it, or Reject to send it back.
   • When you Reject, a panel opens — enter Remarks (at least 5 characters) explaining what needs fixing, then click Reject. The candidate sees your remarks and can resubmit only the rejected items.
3. On the Documents tab, you can Approve or Reject each individual document, and download it first to check it.
   • Approving or rejecting the Documents section as a whole is final — the candidate can no longer change their uploads after that. You'll be asked to confirm.

Sending the whole submission back

While the offer is in review, click Request Revision (in the bar at the bottom of the screen) to send the submission back to the candidate. They're notified and can edit only the rejected sections or documents; approved items stay locked.

Completing onboarding

The Complete Onboarding button appears once every section and every required document is approved and nothing is rejected.

1. Click Complete Onboarding. A panel opens.
2. Fill in the employment details:
   • Employee Code — type it or click Auto-generate to get the next code for the location.
   • Role — the system role for the new employee.
   • Shift — select the employee’s work shift.
   • Reporting Manager — optional.
   • Provision Microsoft 365 mailbox — if your company has this enabled, turn it on to create the employee's Microsoft 365 account; a preview of the email address is shown.
   • Assign assets (optional) — click Add asset to assign a laptop, phone or other item the employee will receive on day one, choosing the asset and its condition, with optional notes.
3. Click Complete Onboarding.

This activates the candidate's user account, issues the appointment letter, and creates the probation review automatically. The offer moves to Onboarded.