Pending Onboards let managers start the onboarding process for new employees without needing full access or approval permissions. Instead of finalising the onboarding immediately, managers can save their progress as a draft.

Once a draft is finalised and sent for review, managers of teams selected in the onboarding invitation will be notified and can review the pending record. After checking the details, they can make any required changes before activating and sending the invitation.

Pending Onboards are available to users based on their permission levels. Customise these permission levels under Settings > Permission Settings > Advanced > Customise Access & Roles Here.

For staff to use the Pending Onboards feature, the following Pending Onboards permission settings should be turned on:

This is turned on by default for managers and above.

To approve and finalise a pending onboard, however, users require the Staff Create permission to be ticked:

Having both the Staff Create permission and the Pending Onboards permissions ticked will allow users to either send the onboarding invitation straight away, or create a pending invitation by opening the dropdown and selecting Save and close.

Users with only the Pending Onboards permissions (and not the Staff Create permission) will have the option to Finalise Draft & Notify, or Save and close. They won’t be able to finalise or activate the onboard themselves.

Managers can start an onboarding draft under Workforce > Employee Onboarding or under Workforce > Staff > + Add Staff > Paperless Onboarding.

This process is outlined in our help article Send an Employee Onboarding Invitation.

Instead of finalising or continuing with the onboard, however, open the dropdown and select Save and Close.

The invitation can be saved as a draft at any stage.

Once on the final review page, if the user can only create pending invitations, there will be the option to Finalise Draft & Notify:

This will notify managers of the teams selected in the invitation that there is a finalised draft to be reviewed (as long as they have the Staff Create permission turned on).

You can return to your draft at any time to update information, but only eligible users can finalise it.

Once saved, the record will appear in the Pending Onboards list. Admins will be notified that a new draft has been created and can review it before activation.

To review and approve a pending onboard:

Once approved, the onboard becomes active and follows the standard onboarding process.

Managers can return to their pending onboards at any time to update details before approval.

To edit a pending onboard:

To delete a pending onboard:

Find the draft you want to delete under the Pending Onboards tab and select the menu icon on the right before clicking Delete:

Once deleted, the record cannot be restored.

When a draft is created

Users that manage the teams chosen in the new profile (and who have onboarding permissions) will receive an email letting them know there’s a new pending onboard waiting for review.

Configuring Notifications

To turn off notifications about pending Onboards, navigate to Notifications > Notification Settings and untick the Pending Onboard Saved option: