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

1. Streamlined Onboarding Process – Automates and simplifies the preboarding phase, reducing manual work for HR teams.
2. Enhanced Candidate Experience – Engages new hires with a smooth and interactive onboarding experience before their start date.
3. Seamless Document Collection – Enables easy submission and verification of required documents, certifications, and references.
4. Improved Communication – Keeps candidates informed through automated emails, reducing back-and-forth follow-ups.

5. Preboarding Status Tracking – Enables HR teams to monitor candidates' progress through various preboarding stages.

    

Note: If the Recruitment module is not included in your subscription, the pre-boarding process can still be automatically initiated when adding a new employee, provided the feature is enabled on the employee wizard.

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" button,  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 initiation 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.

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 Hires' Joining Announcement Email

An email was sent to the team announcing the new employee's arrival, including their role, background, and any fun facts to create engagement.

Apart from Welcome New Hires to the Team, Self Introduction, and New Hire's Joining 
Announcement Email, the other forms need to be purchased separately. Please contact your 
implementation consultant or reach out to the OrangeHRM support team at 
goldsupport@orangehrm.com for assistance.

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 is 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, 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.

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, Approve" 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.

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."