Vincere lets you set up onboarding documents so candidates can upload them through the Candidate Portal. Follow these steps to configure document settings, email templates and document requests.
To access document settings
Click Settings, then click Admin Settings.
Click General Settings, then click Document Settings.
Click Documents & Checks.
By default, all documents and checks are visible in the Candidate Portal and need to be uploaded by candidates.
To update document settings
Click the edit icon to update:
Document name.
Verifiers.
Compliance level (Nice to have/ Warning/ Mandatory).
Self-Bill Related document (Yes/ No).
Show in Candidate Portal settings (Yes/ No).
📌Note: Only users with Document Verifier permissions will appear in the list. Check Onboarding Document Verification.
To show documents in the Candidate Portal
The Candidate Portal column in a candidate profile's Onboarding tab, under Doc Checks, follows the Document Settings.
If Show in Candidate Portal is turned off in the main settings, the checkbox is also unticked in the candidate's profile.
⚠️Important: In the Site Setting tab of the Candidate Portal within Engagement Hub, make sure the checkbox for all supported document types is selected.
To configure document templates for brands
If your Document Builder templates are not appearing when sending documents to candidates under a specific brand, follow these steps:
Check the brand configuration in SignRequest: ensure that the brand is associated or configured in SignRequest. Without this setup, documents and email templates tied to the brand will not be selectable.
Alternative sending method: if you prefer not to use SignRequest, switch the sending method to Send Vincere email only. This allows you to use the brand's email and attach documents without relying on SignRequest.
To assign documents to candidates by industry or functional expertise
To make a document available to candidates in the Candidate Portal without uploading it separately for each candidate:
Create an onboarding document type: define the document as an onboarding document type within Vincere.
Assign to industry or functional expertise: link the document type to the relevant industry or functional expertise.
Assign to candidates: assign the corresponding industry or functional expertise to each candidate who needs access to the document. The document will then appear for those candidates in the Candidate Portal.
📌Note: This setup is per candidate and not a universal upload visible to all candidates.
To set up the email for requesting onboarding documents
Configure the email templates as follows:
Click Settings, then click Email Templates.
Locate section 13. Onboarding Documentation.
Configure the following email templates:
Template 13.1 – Request for Onboarding Documents to Candidate.
Template 13.2 – Reminder for Onboarding documents to Candidate.
Template 13.3 – Reminder for verifiers to User.
Template 13.4 – Email notification for status update to Candidate.
Template 13.5 – Request verification to verifiers.
Template 13.6 – Request Onboarding Doc Checks to Candidate.
📌Note: If you're using Vincere Portals, update the hyperlink for 'Go to Candidate Portal' to your Portals site's URL (for example, https://mydomain.vincere-digital.io/login).
To request onboarding documents from your candidates
You can request onboarding documents in multiple ways.
Option 1: Via candidate profile
Open the candidate profile.
Click the Onboarding tab, then click Doc Checks.
Select the required document(s).
Click Actions, then click Request Onboarding Doc Check (uses email template 13.6).
Option 2: At any stage of the process
Select a candidate.
Click Actions, then click Request Onboarding Doc Check.
Option 3: At the Placed stage
Go to the Placed stage.
Open the candidate's placement details.
Locate the Onboarding Doc Check section.
Look for the document that you need to request.
Click the ellipsis, then click Request for Onboarding Documents (uses email template 13.1).
To manage onboarding documents
Documents will appear in the Candidate Portal (Onboarding section) as pending upload.
Candidates can upload the documents through Vincere Portals (Candidate Portal view) or Vincere Engage (Candidate Portal view).
Once uploaded, the documents will be available in the Files tab of the candidate's profile.
Alternatively, access all documents by clicking Settings, then clicking File Library.
Troubleshooting common issues
Templates not appearing: verify that the brand is correctly configured in SignRequest or switch to the Send Vincere email only method.
Documents not visible to candidates: ensure the onboarding document type is correctly assigned to the relevant industry or functional expertise and that the candidate is linked to it.