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Setting up Onboarding Documents for Engagement Hub and Portals
Setting up Onboarding Documents for Engagement Hub and Portals

How to setup the onboarding documents in Vincere and link to the candidate portal

Jason avatar
Written by Jason
Updated yesterday

⭕ Setting up the Onboarding Documents

1️⃣ Accessing Document Settings:

To access Document Settings in Vincere follow the steps below:

  • Navigate to Settings > Admin Settings > General Settings > Document Settings > Documents & Checks

By default, all documents and checks are visible in the Candidate Portal and need to be uploaded by candidates.

2️⃣ Updating Document Settings:

Click on 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. 👉 Click here

3️⃣ Show in Candidate Portal Settings:

The Candidate Portal column in a candidate profile’s Onboarding tab > 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 Note:

  • Ensure that in the Site Setting Tab of the Candidate Portal within Engagement Hub, the checkbox for all supported document types is selected.

Setting up the Email to Request Onboarding Documents

Configuring Email Templates:

  1. Navigate to Settings > Email Templates

  2. Locate section 13. Onboarding Documentation

  3. 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, make sure to update the hyperlink of 'Go to Candidate Portal' to your Portals site's URL

Requesting Onboarding Documents from Your Candidates

You can request onboarding documents in multiple ways:

Option 1: Via Candidate Profile

  1. Open Candidate Profile

  2. Go to the Onboarding tab > Doc Checks

  3. Select the required document(s)

  4. Click Actions > Request Onboarding Doc Check (Uses email template 13.6)

Option 2: At Any Stage of the Process

  1. Select a candidate

  2. Click Actions > Request Onboarding Doc Check

Option 3: At the Placed Stage

  1. Navigate to Placed stage

  2. Open the candidate’s placement details

  3. Locate the Onboarding Doc Check section

  4. Look for the document that you need to request.

  5. Click on ellipsis > Request for Onboarding Documents (Uses email template 13.1)

Managing the 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 navigating to Settings > File Library.

You're all set! 🚀 Now you can efficiently manage onboarding documents in Vincere ATS.


Happy Recruitment #TheVincereWay🤩

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