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.
What this help guide covers:
Who Can Use Pending Onboards
Pending Onboards are available to users based on their permission levels:
Managers can create and save onboarding drafts. They won’t be able to finalise or activate the onboard themselves. You can further customise who can create draft onboarding invitations in the Advanced Permission Settings under ‘Pending Onboards’.
Admin users (or anyone with the ability to send onboarding invites normally - under the Staff Create permission) have full access to review, edit, and approve pending records. Once approved, the onboard becomes active, and the employee is officially added to the system.
How to Create a Pending Onboard
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 the onboard, however, open the dropdown and select Save and Close.
The draft can be saved at any stage.
Once on the final review page, however, 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.
You can return to your draft at any time to update information, but only eligible users can finalise it.
Reviewing and Approving a Draft
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:
Go to the Workforce > Employee Onboarding tab and click Continue Onboarding to find the draft you want to approve.
Review the information entered by the manager by clicking Confirm & Onboard, or by clicking the menu icon on the right and selecting Edit.
Make any necessary edits or add missing details.
To confirm and send out the invitation, navigate through the draft and click Invite to Onboarding on the final page to send out the invitation.
Once approved, the onboard becomes active and follows the standard onboarding process.
Editing or Deleting a Draft
Managers can return to their pending onboards at any time to update details before approval.
To edit a pending onboard:
Go to the Workforce > Employee Onboarding tab.
Open the Pending Onboards list under Continue Onboarding.
Select the menu icon on the right and click Edit on the draft you want to update.
Make the necessary changes, then select Save as Draft again.
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.
Notifications and alerts
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:
Note: Users will only be notified if the 'Finalise Draft and Notify' button on the final page is clicked. Just 'Saving and Closing' a draft will not send any notifications.