Onboarding

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The conversion workflow

When a candidate reaches the Accepted stage (or any stage prior to conversion), you can convert them to an employee.

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Starting the conversion

1. Open the candidate’s detail page.
2. Click Convert to Employee.
3. You will be taken to the conversion form.

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Conversion form fields

The conversion form is pre-filled with data from the candidate record. Review and adjust as needed.

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Employee information

Available roles:

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Onboarding checklist

If your company has task templates configured, you can optionally select one to generate an onboarding checklist for the new employee. When a template is selected, the system creates a task checklist with all of the template’s items. Each task’s due date is calculated from the employee’s start date plus the item’s due-days offset defined in the template.

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What happens when you submit

The conversion process performs the following steps in a single transaction:

1. Employee record is created with the information from the form.
2. State licenses are copied from the candidate to the employee, preserving state, license number, and expiration date.
3. Candidate stage is updated to Hired automatically.
4. Onboarding checklist is created (if a template was selected) with tasks and due dates.
5. A note is added to the candidate’s notes timeline recording the conversion event.
6. You are redirected to the new employee’s detail page.

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What data carries over

The following data is transferred from the candidate to the employee: The following candidate data is not copied to the employee but remains on the candidate record for reference:

• Phone number
• Current employer
• Source and source detail
• Production history (average monthly volume and units)
• All notes

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Post-hire setup steps

After conversion, the new employee typically needs additional setup before they are fully operational.

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Typical post-hire tasks

These tasks may be included in your onboarding checklist template or handled manually:

1. Set up system access — Create login credentials and assign permissions.
2. Commission template assignment — Assign the appropriate commission plan to the employee.
3. Branch configuration — Confirm branch assignment and reporting structure.
4. Lender access — Set up accounts with wholesale lenders.
5. LOS onboarding — Configure the employee in your Loan Origination System (Encompass, Arive, etc.).
6. Compliance training — Complete required regulatory training.
7. State license verification — Verify that all state licenses are current and properly recorded.
8. Equipment and email setup — Provide necessary hardware, software, and email accounts.
9. Introduction — Introduce the new hire to the team and assign a mentor if applicable.
10. Mark setup complete — Update the employee’s setup status once all steps are done.

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Onboarding dashboard

The onboarding dashboard provides a view of all employees who have not yet completed setup.

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Accessing the dashboard

Go to Recruiting > Onboarding in the sidebar.

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What the dashboard shows

For each employee in the onboarding process:

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Tracking progress

If an onboarding checklist was created during conversion, the dashboard shows real-time progress:

• Total tasks across all checklists
• Completed tasks that have been marked done
• Progress percentage displayed as a visual indicator

Clicking on an employee’s name takes you to their employee detail page, where you can view and manage their checklists and tasks directly.

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Preventing duplicate conversions

A candidate can only be converted to an employee once. If the candidate has already been converted, the conversion button is disabled and a link to the existing employee record is shown. This prevents accidental duplicate employee records.