What is the workflow of moving a candidate from Preboarding to onboarding?

Introduction

The Preboarding module in Keka helps HR teams manage candidates who have been selected but haven’t officially joined the organization yet. It bridges the gap between offer acceptance and the employee’s first day.

By clearly defining each stage — from offer release to onboarding initiation — Keka ensures a structured and seamless experience for both HR and new hires.

Preboarding Overview

In Keka, the Preboarding stage lists all candidates who are selected but not yet added as employees. Candidates are categorized into different phases to track their progress:

Phase	Description
Before Offer Release	Candidates in the hiring pipeline who haven’t received an offer yet.
After Offer Release	Candidates who have received an offer but haven’t accepted it.
After Offer Acceptance	Candidates who have accepted the offer and are preparing for joining.
Before Joining	Candidates in the final stage before their joining date.

Once a candidate is marked as Hired, they automatically move from Preboarding to New Joiners, and eventually to Onboarding.

Workflow of Moving a Candidate from Preboarding to Onboarding

Step 1: Offer Release & Candidate Acceptance

Navigate to Org → Onboarding → Preboarding.
Locate the candidate and verify their hiring status.
Release the offer letter to the candidate.
Once the candidate accepts the offer, they are automatically marked as Hired.

Candidates who are hired but not yet added as employees will appear under the New Joiners section. HR can review their details and confirm readiness for onboarding.

Step 2: Onboarding Initiation

After the offer is accepted and the candidate appears under New Joiners:

Go to Org → Onboarding → New Joiners.
Select the candidate and click Initiate Onboarding.
Assign an Onboarding Template or group based on the candidate’s role, department, or location.

Once onboarding begins, Keka automatically assigns onboarding tasks to the relevant stakeholders. Typical onboarding tasks include:

Document Submission (PAN, Aadhaar, educational certificates, ID proofs)
Background Verification
Company Policy Acknowledgment
IT Setup and Asset Allocation
Employee Handbook Review
Introduction to Manager and Team
Training and Orientation Scheduling

Each assigned stakeholder will receive these tasks according to the configured onboarding workflow.

Step 3: Completing the Onboarding Process

The new hire completes assigned tasks and uploads required documents.
HR reviews and verifies all submissions.
Once all tasks are complete, the candidate’s record is added to the Employee Database.
The candidate’s status is updated to Active Employee in Keka.

At this point, the onboarding process is officially complete, and the employee becomes part of your organization’s active workforce.