> ## Documentation Index
> Fetch the complete documentation index at: https://docs.keystn.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Onboarding

> Convert a hired candidate into an employee with a guided workflow that creates their record, transfers licenses, and assigns an onboarding checklist.

## The conversion workflow

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

### Starting the conversion

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

### Conversion form fields

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

#### Employee information

| Field                  | Required | Pre-filled from         | Description                                                        |
| ---------------------- | -------- | ----------------------- | ------------------------------------------------------------------ |
| **First Name**         | Yes      | Candidate first name    | The employee's legal first name                                    |
| **Last Name**          | Yes      | Candidate last name     | The employee's legal last name                                     |
| **Email**              | No       | Candidate email         | Work email address for the employee                                |
| **Branch**             | No       | Candidate target branch | The branch the employee will be assigned to                        |
| **Tax Classification** | No       | --                      | W-2 or 1099 classification                                         |
| **Start Date**         | No       | --                      | The employee's start date                                          |
| **Roles**              | Yes      | Candidate desired role  | One or more roles for the employee. At least one role is required. |

Available roles:

| Role                   |
| ---------------------- |
| Loan Officer           |
| Loan Officer Assistant |
| Processor              |
| Contractor             |
| Branch Manager         |

#### Onboarding checklist

If your company has task templates configured, you can optionally select one to generate an onboarding checklist for the new employee.

| Field                             | Required | Description                                                                        |
| --------------------------------- | -------- | ---------------------------------------------------------------------------------- |
| **Onboarding Checklist Template** | No       | Select a task template to generate an onboarding checklist. Select "None" to skip. |

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.

### 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.

## What data carries over

The following data is transferred from the candidate to the employee:

| Candidate field | Employee field | Notes                                                                |
| --------------- | -------------- | -------------------------------------------------------------------- |
| First name      | First name     | Editable during conversion                                           |
| Last name       | Last name      | Editable during conversion                                           |
| Email           | Email          | Editable during conversion                                           |
| NMLS            | NMLS           | Copied automatically                                                 |
| Target branch   | Branch         | Editable during conversion                                           |
| Desired role    | Roles          | Editable during conversion; can select multiple roles                |
| State licenses  | State licenses | All licenses copied automatically with state, number, and expiration |

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

## Post-hire setup steps

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

### 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.

## Onboarding dashboard

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

### Accessing the dashboard

Go to **Recruiting > Onboarding** in the sidebar.

### What the dashboard shows

For each employee in the onboarding process:

| Column         | Description                                         |
| -------------- | --------------------------------------------------- |
| **Name**       | Employee first and last name                        |
| **Email**      | Employee email address                              |
| **Roles**      | Assigned roles                                      |
| **Branch**     | Assigned branch                                     |
| **Start Date** | Employee start date                                 |
| **Checklists** | Onboarding checklists assigned, with task counts    |
| **Progress**   | Percentage of completed tasks across all checklists |

### 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.

## 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.