Help article - Bulk Add Employees from Preboarding

Overview

The Bulk Add Employees from Preboarding feature allows HR admins to convert multiple preboarding candidates into employees in a single action.

Instead of adding employees individually, you can now:

• Select multiple candidates
• Convert them in bulk
• Carry forward preboarding data (including documents)
• Complete onboarding using guided import steps

This significantly reduces manual effort and ensures a seamless transition from candidate to employee.

Who can access this feature?

• HR Admins
• Recruiters (with access to Preboarding, Offers, or New Joiners modules)

Where can you use this feature?

Bulk conversion is available across three areas:

1. Preboarding (/onboarding/offers)
2. New Joiners (/onboarding/new-joiners)
3. Employee Offers (/hiring/offers/employeeoffers)

Steps to Bulk Add Employees

Step 1: Select Candidates and Initiate Bulk Add

1. Navigate to Preboarding / New Joiners / Employee Offers.
2. Select multiple candidates using checkboxes.
3. Click Add as employees from the bulk action bar.

What happens next:

• Only eligible candidates are considered.
• Ineligible candidates are excluded automatically.
• A summary message shows: 
  • Number of candidates being added
  • Number of candidates excluded

Step 2: Upload Basic Details (Mandatory Step)

1. Download the pre-filled Basic Details Excel.
2. Fill in missing fields (based on your organisation’s configuration).
3. Upload the file via: 
   1. Upload → Map columns → Review & Import

What happens after upload:

• Employee records are created
• Candidates move from Hired → Joined
• Preboarding documents are transferred automatically
• Candidate-to-employee mapping is established

Step 3: Upload Job Details (Optional)

1. Download the Job Details Excel.
2. Fill in additional fields (e.g., Reporting Manager, Shift, Policies).
3. Upload the file using the Job Details import flow.

This step enriches employee job and work details.

Step 4: Upload Compensation Details (Optional)

1. Download the Compensation template.
2. Enter salary details.
3. Upload using the Employee Compensation import flow.

Important Notes

• Bulk add is triggered only when 2 or more candidates are selected
• Selecting a single candidate opens the existing single-add flow
• Data collected during preboarding is automatically carried forward
• Documents uploaded during preboarding are transferred to employee records
• Excel templates are: 
  • Pre-filled with available data
  • Country-specific
• Hidden system columns (e.g., candidate identifiers) must not be altered
• Any validation failures must be corrected and re-uploaded
• Job details and compensation steps are optional and can be completed later

Example Scenario

An HR admin has 20 candidates joining from a campus drive.

1. She selects all 20 candidates from the New Joiners page
2. Clicks Add as employees
3. Downloads and uploads the Basic Details Excel
4. All 20 employees are created, and their documents are transferred automatically
5. She optionally uploads job and compensation details later

This replaces 20 manual onboarding actions with a single guided workflow.