This article explains how to add a person you are hiring to People > Onboarding list. HR users with the Add E-Welcome permission do this. The person is not an employee yet; they do not appear on Employees and can only fill in the E-Welcome form.
Before you start
Have the person's Turkish ID number (nationality number for foreign nationals), email address and mobile phone.
The branch they will work at must exist and be active; the approval process runs per branch.
You must be responsible for that branch: your own branch or branches you were given branch access to. Only these appear in the Branch list (no organization permission needed); if there is only one, it is selected automatically.
Step by step
Go to People > Onboarding list in the left menu.
Click Add.
Fill in the Add Personal Information window:
Optional: Middle Name, Gender
Required: Name, Surname, Nationality, Turkish Identity Number (11 digits for Türkiye) or Nationality Number, Branch, Telephone Number, Email
Optional Password. If left empty, an 8-digit password is generated automatically.
The Telephone Number must be a valid number; the login information and the verification code go to it by SMS. With a missing or wrong number, "Please enter valid phone number." is shown and nothing is saved. The name and surname are kept as you type them, not turned into capitals.
Click Save.
Result
The person is added to the list with the Not Requested status.
They get a one-time link, valid for 7 days, at their email address to set their password (the password is not emailed), and an SMS with their email address and password.
They can log in with these, but the form does not open until you use Request Data Entry; at login they see "No data entry was requested.". Next step: Requesting data entry.
Other actions on the list
In the menu that opens from the row's action icon (depending on your permissions):
Edit: updates name, ID, phone and email. The phone must be a valid number here too.
Change Password: you set the person's password. Fill in New password and Repeat new password, or click Generate strong password and take it with Copy; At least 6 characters and Passwords match get a green tick as you type. Click Change the password. The password changes right away and no email goes to the person; pass the new password on yourself.
Send Login Information: in the Send sign-in details window, check the person's name and the email address the link goes to, then click Send the link. The person's old password stops working and a one-time link valid for 7 days to set a new password is sent to their email address; the email contains no password. With no email address on file the button stays disabled.
Branch Assignment: changes the person's branch to one of the active branches you are responsible for (not available while the record is in the approval process).
Note: adds a note to the person; the action history also appears here. The icon is marked when there is an unread note.
Employee's Start Date: enters the planned start date (Approving and transferring).
Disable / Activate: moves the record to the inactive list or brings it back. Switch between the Active / Inactive lists with the tabs at the top of the list.
Delete: permanently deletes the record together with the identity, address and bank details the candidate entered, their documents, notes, history and uploaded files. Documents already in the employee file of a person who was transferred stay.
Excel: Download list in the page header prepares the list as Excel with the current tab and filter. When it is ready, the Your list is ready notice appears in the bottom right corner and you get it with Download; earlier lists are in My lists, also in the header (Downloading a list as Excel and My lists).
List: Type a name in the search box, and filter with the Branch and Status chips or with Email Confirmation and Phone Number Confirmation under Add filter (one criterion at a time: choosing one clears the search and the others). Sort orders the list by person, branch, status (process order) or the confirmations; clicking a column header gives the same order. On a narrow screen or a phone the records are shown as cards.
You can also add a candidate hired in the Applicant Tracking System to this list with Transfer to Onboarding; they receive their login information the same way (Applicant Tracking System).
Common problems
Symptom: The candidate says they did not receive their login information.
Fix: Check the email and phone with Edit, then use Send Login Information.
Symptom: The Add button is missing.
Cause: You do not have Add E-Welcome.
Symptom: The Branch list says "You are not responsible for any active branch", or the branch they will work at is missing.
Cause: Your own branch is inactive, or you have no branch access for that branch.
Fix: Ask your company admin for branch access to that branch.