ExponentHR provides three ways to initiate employees into the onboarding process and extend offers to candidates.

All initiations begin within the EAN. Your eAction notice starts when you extend an offer or activate onboarding for a candidate, whether they’re a new hire or a re-hire.
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You create an EAN on the Management page, located within HR Administration, Application, eAction Notice. You’ll have the same options, whether you’re creating a new hire or re-hiring a terminated employee. For this lesson, we’ll focus on new hire enrollment.

In order to initiate onboarding or extend an offer to a candidate, you will have to grant access and submit the new hire or re-hire from EAN.

For this to flow into the Onboarding Dashboard and send notifications, the date of hire will have to be in the future. Let’s say this candidate will be starting on July 9th.

This is our traditional new-hire EAN where we have numberous required fields, such as date, gender, Social Security Number, and address.

Once you activate onboarding, two things will happen: You’ll get some additional fields to populate, and many required fields will no longer be required. This happens because some tasks will need to be populated by a candidate prior to their hire date.

The next step is choosing a template. In the Template Setup lesson, you learned how you can drive automatic eligibility of a template based on company, division, department, location, pay method, and many other variables.

If you want the system to auto apply a template based on their eligibility, for example, you can leave the box checked, or you can force this candidate or new hire into a particular template. The dropdown will list all of the different templates that you created.

As mentioned earlier, even the extension of an offer is initiated from new hire and re-hire EANs. Even if a candidate hasn’t yet accepted an offer, and they’re still a candidate, you can initiate the sending of that electronic offer letter here. On the dropdown, choose Send Offer Letter and click Yes.

You can preview the letter that they’ll receive based on the template that they’re eligible for.

You can define an onboarding coordinator, who will be determined based on grant access rights.

Required fields in the Onboarding Coordinator Selection are the candidate’s first and last name. You’ll also need to put in a personal email address so they can get the invitations.

Then, specify a job. You’ll probably leverage keywords in your template setup for your offer and invitation, and possibly the eligibility of which template the candidate will receive. Pick the job, employment type, pay method, and new pay rate. You’ll also need their pay group and all the classifications depending on how you define your business lines, location, division, and region. This information serves to validate eligibility as well as populate any keywords you’re using.