The OrangeHRM Preboarding Module is designed to streamline all pre-employment tasks before officially adding a new hire to the system. The transition from candidate to employee is a crucial phase in the hiring process, and this module ensures a smooth and efficient experience. By automating key preboarding activities such as document collection, reference verification, and company introductions, HR teams can eliminate manual follow-ups and create an engaging experience for new hires. With structured workflows, real-time tracking, and automated notifications, organizations can enhance efficiency while preparing employees for success from day one.
By simplifying the preboarding process, OrangeHRM helps organizations create a structured, organized, and welcoming journey for new employees even before their first day.
Benefits of the OrangeHRM Preboarding Module
- Streamlined Onboarding Process – Automates and simplifies the preboarding phase, reducing manual work for HR teams.
- Enhanced Candidate Experience – Engages new hires with a smooth and interactive onboarding experience before their start date.
- Seamless Document Collection – Enables easy submission and verification of required documents, certifications, and references.
- Improved Communication – Keeps candidates informed through automated emails, reducing back-and-forth follow-ups.
- Preboarding Status Tracking – Enables HR teams to monitor candidates' progress through various preboarding stages.
To navigate, go to the Recruitment module,
Access the Preboarding Section and select the candidate that you want to preboard.
How to add a Candidate to the Preboarding stage
Step 1 - Select the Candidate from the list and change the candidate stage to "Preboarding".
If you want to go to the candidate full screen, you can click this button "Open candidate in New Tab", or else you can change the candidate stage from this drop down.
Step 2 - From the dropdown menu, you can move the candidate to the Preboarding stage.
In this stage, the hiring manager receives the notification stating that the candidate has been moved to the Preboarding stage.
Step 3 - To access the preboarding section, click the "View Preboarding Stage Progress" button.
Step 4 - Go to the "Welcome New Hire to the Team" tab and click "Save" to trigger the Preboarding initiating notification to the Candidate.
User Role Accessibility for Different Stages of Preboarding
If you wish to customize the questions in the self-introduction form, please contact your implementation consultant or reach out to the OrangeHRM support team at goldsupport@orangehrm.com for assistance.
| Tab Name | HR Admin | Candidate | Refree |
|
Welcome new hires to the team |
Admin sends the Welcome email to the Candidate. | No Action | No Action |
|
Self Introduction |
HR Admin checks the self-introduction form and approves | Candidate fills the Self-introduction from | No Action |
|
New Hire's Joining Announcement Email |
Admin sends the new Hire's Joining Announcement Email | Candidate receives the email | No Action |
|
References |
The admin approves the references and initiates the reference process | Fill out the reference and send for the evaluation | Refree filling the data and send. |
|
Personal details |
Admin approves the personal details | Fill out the Personal details | No Action |
|
Contact details |
Admin approves the Contact details | Fill out the Contact details | No Action |
|
Emergency Contacts |
Admin approves the personal details | Fill out the Emergency Contact details | No Action |
|
Dependent Information |
Admin approves the Dependent Information | Fill out the Dependent Information | No Action |
|
Immigration Information |
Admin approves the Immigration Information | Fill out the Immigration Information | No Action |
|
Qualifications |
Admin reviews and verifies the Qualifications | Fill out the Qualifications | No Action |
|
Memberships |
Admin approves the membership details | Fill out the Membership details | No Action |
|
Forms and Attachments |
Admin reviews and verifies the Forms and Attachments | Attach the Forms and Attachments | No Action |
This email includes details about the company culture and a link to access the Preboarding section. Click the "Send Button" to send the email.
Welcome new hires to the team
Introduce and integrate new employees into the organization by providing essential information and fostering a welcoming environment
Self Introduction
New hires can share a brief introduction about themselves, including their background, skills, and interests, to help colleagues get to know them better.
If you wish to customize the questions in the self-introduction form, please contact your
implementation consultant or reach out to the OrangeHRM support team at
goldsupport@orangehrm.com for assistance.
New Hire's Joining Announcement Email
An email sent to the team announcing the new employee's arrival, including their role, background, and any fun facts to create engagement.
References
Collect and verify professional references provided by the candidate to ensure their experience and qualifications align with the job requirements.
Personal details
Essential information such as full name, date of birth, nationality, and other identity-related details required for HR records.
Contact details
Includes the new hire’s phone number, email address, and home address for official communication purposes.
Emergency Contacts
Information about the person(s) to be contacted in case of an emergency, ensuring the employee's safety and well-being.
Dependent Information
Details of dependents such as spouse and children, which may be required for benefits and insurance purposes.
Immigration Information
Records related to work permits, visas, or other legal documents required for employment compliance.
Qualifications
Educational background, certifications, and professional achievements to validate the employee’s expertise and credentials.
Memberships
Details of professional associations or industry-related memberships that the employee is part of.
Forms and Attachments
Important documents such as signed contracts, policy acknowledgments, tax forms, and other necessary attachments are required for onboarding.
Apart from Welcome New Hires to the Team, Self Introduction, and New Hire's Joining Announcement
Email, the other modules need to be purchased separately. Please contact your implementation
consultant or reach out to the OrangeHRM support team at goldsupport@orangehrm.com for
assistance.
Admins and new hires can now mark specific onboarding forms as “Not Applicable”, for example, sections like Dependent Information, if they do not apply to the individual.
Click the 'Not Applicable" button in the form.
Upon clicking, the following pop-up window will appear. Click on the "Yes, Proceed" to continue. Now this form will be skipped, and you can proceed with the remaining steps or continue with the next available form.
Step 5- Once the candidate receives this notification, they can click the "Complete Preboarding Process Here" button to fill out the form.
This email contains a URL for the candidate to fill in the data.
Once the candidate accesses the Preboarding Module and completes and submits their self-introduction, the HR manager will be able to view their responses in the respective Candidate preboarding section.
Click the "Proceed" button to accept the self-introduction form and click the "Yes, Proceed Button" to confirm the procedure.
Step 7 - Once this step is completed by the Candidate, the HR Admin can log in to the system and go through the details provided under the self-introduction tab and hit the "Proceed" button if everything looks good.
Confirm it by clicking the "Yes, Send Button".
Step 8 - Once you complete this step, you can send a New Hire Joining Announcement Email, which includes the candidate’s self-introduction responses and any other interesting facts about the candidate.
Here’s a sample email. You can also include any additional information.
Step 9 - Once you have completed introducing the new hire to the company, you can begin collecting and validating all the necessary information related to the candidate.
Once the candidate submits their reference details, you will receive an email notification informing you of the submission.
Step 10 - Go to the candidate's Preboarding stage and approve the submitted reference details.
Click the "Yes, Appove Button" to confirm the approval.
Step 11 - After approving the reference details, you need to initiate the reference check. Once initiated, the referee will receive an email notification informing them that the candidate has added them as a referee, along with a URL to the Preboarding Portal to provide their feedback.
Click "Yes, Initiate button" to initiate the reference process.
This is a sample email and the form that the Referee will receive.
Step 12 - Once the candidate submits all the required details in the Preboarding Portal, you can proceed with adding them as an employee.
Go to the candidate's profile and click "Add as Employee" to complete the process.
Step 13 - To add the candidate as an employee, fill in the following details. Take the following table as a reference when filling out the required details.
| Field Name | Description | |
| Candidate Name | First Name | Enter the candidate’s first name. |
| Middle Name | Enter the candidate’s middle name. | |
| Last Name | Enter the candidate’s surname or last name. | |
| Enter the candidate’s email address for communication. | ||
| Contact Number | Enter the candidate’s phone number for contact. | |
| Joined date | The date when the candidate officially joined the organization. | |
| Employment Details | You can enable this field to access the Employment. | |
| Employment status | Select the employee is full-time, part-time, contractual, probationary, | |
| Supervisor | Name of the person supervising the candidate/employee. | |
| Candidate address | Address Street 1 | Primary street address of the candidate. |
| Address Street 2 | Additional address details | |
| City | The city where the candidate resides. | |
| Country | The country of residence. | |
| State/Province | The state or province of the address. | |
| Zip/Postal Code | The postal code for the candidate’s address. | |
| Salary details | You can enable this field to access the Salary section. | |
| Pay Grade | The salary classification or level assigned to the employee. | |
| Currency | Minimum | The minimum salary for the assigned pay grade. |
| Maximum | The maximum salary for the assigned pay grade. | |
| Earning | Annual Basic Payment | The fixed annual salary before allowances and deductions. |
| Car Allowance | Compensation for car-related expenses | |
| Cost of Living Allowance | Additional pay accounts for the cost of living in a specific location. | |
| Monthly | ||
| ESIC | Employee State Insurance Corporation contribution (if applicable). | |
| Travel Allowance | Reimbursement or fixed allowance for travel expenses. | |
| Medical Allowance | Compensation for medical expenses. | |
| Books and Periodicals Allowance | Reimbursement for books, magazines, or professional reading materials. | |
| Gross Pay | The total salary before deductions, including all allowances. | |
| Deduction | Pension Fund | Employee contribution towards a pension plan. |
| EPF | Mandatory savings contribution for employees (if applicable). | |
| Gratuity | A lump sum payment is made to employees upon retirement or resignation (if applicable). | |
| Total Deductions |
The sum of all deductions from the employee’s salary. |
|
Step 11 - Now, go to Employee Management and use the search bar to see the profile of the employee named Allex. Then, the employee record will be displayed, as shown below. Click on the record to view the detailed profile.
Step 12 - Here, you can see that the details filled by Allex have been successfully added. You can navigate through each tab to review the information in detail.
Go to the Onboarding module and access the Preboarding section. There, you can see that Allex's profile progress is marked as "Completed."
How to perform actions as a Candidate in the Orange HRM Preboarding module.
Step 1 - Once the admin sends the new hire's welcome email, it will include a link to access the Preboarding section.
To proceed with the preboarding process, the candidate should click on the provided link.
Once you click the "Complete Preboarding Process Here" button, the candidate will have access to the Preboarding section.
Self Introduction
Step 2 - Share a bit about yourself to help your new colleagues get to know you.
References
Step 3 - Provide details of your professional references for verification.
Personal details
Step 4 - Fill in the essential personal information required for your employee profile.
Contact details
Step 5- Add your phone number and email address.
In each tab, you can click the "Add Record" button. This action will open a new window, allowing you to enter and submit relevant records specific to that section.
Emergency Contacts
Step 6 - Add emergency contact information.
Dependent Information
Step 7 - If applicable, provide details and the relationship of dependents.
Immigration Information
Step 8 - Submit the relevant documents such as a Passport for work authorization.
Qualifications
Step 9 - List your Work experience, Educational background, Skills, Languages that you are proficient with, and any licenses.
Memberships
Step 10 - Fill in the required fields to Include professional memberships.
Forms and Attachments
Step 11 - Upload any documents to complete your preboarding process.
How to perform actions as a Referee in the Orange HRM Preboarding module
Step 1 - Once the admin initiates the reference process, the referee will receive an email notification informing them that the candidate has listed them as a reference. The email will include a "Submit Reference" button.
Step 2 - When the Referee clicks the button, they will be redirected to the referee questionnaire form. They must complete the form by providing the required details and then submit it for approval.
Step 3 - Once you fill out the form click the "Yes, submit" button to confirm the submission.