Employee Onboarding

Employee Onboarding is the live record for each hire going through pre-boarding. It links a Job Applicant or Employee, applies an Employee Onboarding Template, tracks portal progress, and creates HR Project/Task work.

Help URL: smoothhiring.com/help/hrms/onboarding/employee-onboarding

Quick reference

Desk path: /app/employee-onboarding

Creating onboarding

1. New Employee Onboarding.
2. Select Job Applicant (accepted candidate) or Employee (internal transfer) — one is required.
3. Pick Employee Onboarding Template — loads activities and document rows.
4. Set Date of Joining and Onboarding Begins On.
5. Verify Employee Name and Email (from applicant/employee).
6. Save (draft), then Submit.

On submit

• Creates Project + Tasks from template activities.
• Sets boarding_status to Pending.
• Creates or enables Onboarding User and emails portal link (/app/onboarding-portal).
• Sets portal_access_sent_on.

Portal progress fields

HR actions after submit

E-sign documents

For document rows with a Signature Template:

1. Employee opens Onboarding Portal.
2. Clicks Sign document → /sign/{token}.
3. Signed PDF attaches to the row; progress updates.

Requires Employee linked with valid email before signing.

Completing onboarding

When the employee clicks Submit onboarding:

• Mandatory sections and documents must be complete.
• onboarding_completed is set.
• Mapped fields copy to Employee.
• HR Manager and onboarding owner are notified.

Troubleshooting

Related guides

• Onboarding Templates
• Onboarding Portal
• Signature Templates

Last updated: May 2026

Smooth LMS (training)