Candidate Preboarding experience
Overview
When a preboarding package is assigned to a new hire, the candidate receives a welcome email and preboarding tasks become available on the candidate career site (PCS) where they can complete assigned tasks, upload documents, and download resources before their start date.
What candidates can do with Preboarding
- View and complete assigned tasks (forms, documents, information requests)
- Track progress across all assigned tasks
- Download resources and documents provided by the organization
- Review submitted responses in read-only mode
How candidates access Preboarding
After a preboarding package is assigned, the candidate receives a welcome email containing a link to the portal. The access flow depends on whether the candidate already has an account:
| Candidate type | Access flow |
| Existing candidate | Link directs to the career site dashboard, where the candidate can navigate to Preboarding. |
| New candidate | Link directs to a login page. After authentication, the candidate is redirected to the preboarding portal. |
The candidate can access the preboarding portal directly from the Preboarding link in the navigation menu, or by clicking the welcome banner on the dashboard.
Candidate Dashboard
When a candidate logs in, the dashboard displays an overview of their activity. If preboarding tasks are pending, a prominent banner appears prompting the candidate to complete preboarding.
Dashboard elements
| Element | Description |
| Welcome banner | Displays when the candidate has pending preboarding tasks. Shows an 'Action required' badge |
| Complete preboarding button | Navigates the candidate directly to the task list. |
| Preboarding card | Shows the total number of tasks assigned and displays 'Action required' if tasks are incomplete. |
| Navigation menu | Contains links to Jobs, Dashboard, Preboarding, and Profile. |
First visit experience: On the candidate's first visit to the preboarding portal, a welcome modal appears with a confetti animation, congratulatory message, and the candidate's start date. The candidate clicks 'Get started' to proceed to the task list. This modal only appears once.
Task list view
The Preboarding page displays all tasks assigned to the candidate. Tasks appear in the order configured in the package, and each task shows its name, due date, and current status.
Task list elements
| Element | Description |
| Progress bar | Displays completion status (for example, '1 of 5 tasks completed'). Updates as the candidate submits tasks. |
| Task name | The task title as configured in the task template (for example, 'Complete I9', 'Travel Request Form'). |
| Due date | Shows 'Expires on [date]' based on the target due date configured in task settings. Calculated from offer acceptance date or start date. |
| Start button | Appears for tasks in Open status. Clicking opens the task form. |
| Continue button | Appears for tasks in In Progress status (saved but not submitted). |
| View button | Appears for Completed tasks. Opens the form in read-only mode. |
| Completed indicator | Green dot with 'Completed' label for submitted tasks. |
Available tabs
The Preboarding page can display multiple tabs based on the organization's configuration:
| Tab | Content |
| Tasks | List of assigned tasks with status and action buttons (always visible). |
| Resources | Downloadable documents provided by the organization. |
Task completion flow
When a candidate clicks Start or Continue on a task, the task form opens. The form displays sections containing questions as configured in the task template.
Form elements
| Element | Description |
| Back to Preboarding tasks | Returns the candidate to the task list without saving. |
| Task name and status badge | Displays the task title and current status (for example, 'Completed' badge). |
| Task navigation (X of Y) | Allows the candidate to navigate between tasks without returning to the list. |
| Sections | Questions grouped into labeled sections (for example, 'Personal Info', 'Address'). |
| Required indicator (*) | Asterisk next to fields that must be completed before submission. |
| Lock icon | Indicates a read-only field (pre-filled or non-editable). |
The system selects the appropriate form layout based on task configuration:
- Simple form: Single-section tasks display all questions on one page.
- Stepper form: Multi-section tasks display sections as cards, allowing the candidate to scroll through all sections.
- HTML form: Tasks with HTML content type render custom HTML layouts.
Candidates can save their work without submitting, allowing them to return later to complete the task. When the candidate returns to an In-Progress task, previously saved answers are pre-populated in the form.
Note: Once a task is submitted, the candidate can't edit it. If changes are needed, an administrator must act to edit the responses.
File uploads
Tasks can include file upload questions where candidates attach documents such as identification, certificates, or signed forms.
Resources tab
Organizations can provide documents and resources for candidates to download. These appear in the Resources tab on the Preboarding page.
Each resource displays a name, description, and Download button. Candidates can download resources at any time, regardless of task completion status.
Task and Package statuses
Task statuses
| Status | UI | Candidate action |
| Open (Not Started) | Start | Candidate has not opened the task. Due date is displayed. |
| In Progress | Continue | Candidate has saved progress but not submitted. |
| Completed | View | Candidate has submitted. Form is read-only. |
Package statuses and candidate impact
The overall package status affects what candidates can do
| Status | Banner color | Candidate experience |
| Open | None | Normal operation. Candidate can start, save, and submit tasks. |
| On Hold | Yellow (warning) | Tasks are disabled. Candidate can only view completed tasks. Message: 'Your preboarding is currently on hold...' |
| Completed | Green (positive) | All tasks finished. Message: 'This preboarding package is now complete...' |
| Cancelled | Red (disruptive) | Package terminated. Candidate cannot interact with tasks. Message: 'This preboarding package has been cancelled...' |
Email notifications
Candidates receive automated email notifications at key points in the preboarding process
| Notification type | Trigger |
| Welcome (NEW_HIRE_WELCOME) | When a package is assigned and status changes to Open for the first time. |
| Completion (NEW_HIRE_COMPLETION) | When the candidate submits all tasks in the package. |
| Pause (PAUSE_ONBOARDING) | When the package is placed on hold. |
| Resume (RESUME_ONBOARDING) | When a paused package is resumed. |
| Cancelled (ONBOARDING_CANCELLED) | When the package is cancelled. |
Note: If reminders are configured for the package, candidates receive automated reminder emails when their preboarding tasks are still pending, ahead of the start date. The first reminder is sent a set number of days before the start date.