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  1. Setting up the onboarding documents

  2. Setting up the email to request onboarding documents

  3. Requesting onboarding documents from your candidates

  4. Managing the onboarding documents

1️⃣ Setting up the onboarding documents

In your Vincere ATS, Head to Settings > Pay&Bill Settings > 2. Document & Checks. Click here to view more.

When adding a new document, you can set if the document will be shown on the candidate portal or not.

By default, all documents and checks are shown in the Candidate Portal as needing to be uploaded by candidates.

Click the edit button to update the setting.

In the candidate’s profile, Onboarding tab > Doc Checks, the Candidate portal column will follow the settings in the Pay&Bill settings Document Type. If the ‘show in candidate portal’ has been turned off in the main settings, in the candidate profile the checkbox is also unticked.

2️⃣ Setting up the email to request onboarding documents

Head to Settings > Email Templates, and look for email template section 13 Onboarding Documentation

Configure the following email templates:

  1. Template 13.1 - Request for Onboarding documents

  2. Template 13.6 - Request Onboarding Doc Checks

Note: Update the hyperlink of 'Go to Candidate Portal' to your Digital site's URL (ie. https://digital-training.vincere-digital.io/login)

3️⃣ Requesting onboarding documents from your candidates

You can request the onboarding documents in different ways:

1/ Head over to the Candidate's profile > Onboarding tab > Doc Checks and you will see the list of documents that are required from the Candidates.

To request the document from the candidate, select the document and click Actions > Request Onboarding Doc Check. This is using email template 13.6

2/ Request the onboarding document at any stage of the process. Select a candidate and click Actions > Request Onboarding Doc Check

3/ Request the onboarding document when a candidate is at Placed stage

Go to the Placed stage, and open a candidate’s placement details. Look for the Onboarding Doc Check section.

Select a document and Action > Request for Onboarding Documents

This is using email template 13.1

4️⃣ Managing the onboarding documents

These documents will show in the candidate portal (Onboarding Section) as needing to be uploaded.

If the candidate uploads them to the portal, the documents will show in the Files tab of the candidate profile.

You can also access all documents by going to Settings > Pay&Bill > File Library

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