Configure the New Hire Profile
The data fields of the New Hire Profile are displayed within every New Hire File and is based on the data required by configuring the New Hire. The Source of Data selected for each field will determine who completes the required fields whether it is the hire, an HR representative, mapped from your hiring system, etc. By default, basic fields will be pre-populated.
- Click your user profile drop-down (upper right corner) and choose Onboarding.
- From the Admin menu, select New Hire Profile from the Onboarding menu.
- Review the basic default fields provided.
- Click +Add Field to include as many new hire data fields needed for the profile.
- Enter a unique Field Name of 50 or less which will be visible to New Hires if the Source of Data is provided by the New Hire.
- Choose a Source of Data for the field. There are four available sources of data from which to choose when building a field:
1. Mapped from ATS
The "Mapped from ATS" source extracts standard pre-hire information already provided by the job applicant, such as name, email address, etc. The "Values" field of a Mapped data field will show that it will be automatically provided by the"ATS."
2. Provided by New Hire
The "Provided by New Hire" source collects post-hire information from the New Hire, such as SSN or date of birth, via subsequent system-provided communications to the New Hire. The "Values" field will show as "Seen in New Hire file" since the New Hire will need to provide the information at the time they complete their required onboarding materials.
3. Standard Company Value
The "Standard Company Value" source enables the HR representative to add company data such as the company's payroll ID or EIN. The content provided in the "Values" field of a Standard data field will be displayed in every New Hire Profile.
4. Unique Company Value
The "Unique Company Value" source enables the HR representative to add unique company data such as a new employee email address. The "Values" field will show as "Added in New Hire file" since a member of the HR team will need to provide the information directly in the New Hire File such as the employee email address.
- If the field is Required use the checkbox or it will be considered optional.
- If the field contains personal identification, such as SSN opt to make this a Masked field by checking the box.
- Using the drag and drop arrows in front of each row to arrange the data as you prefer it to appear to new hires and in the exported CSV file.
- Remove unwanted fields by clicking the red X.
- Once all desired fields are created and ordered in priority, click SAVE, and a success notification will confirm the settings.
Once a configuration change has been made and saved, the new data fields will be presented and collected in the onboarding of subsequent new hires.