Onboarding tasks and phases

How tasks and phases appear to the people completing them.

Onboarding tasks are grouped into phases, and who sees a given task depends on its type.

What the new hire sees

New hires complete their onboarding through a public portal, no login required, that greets them by name and shows their progress as a simple count of tasks completed. They only ever see Content and Form tasks; internal staff tasks and automatic emails don't appear on their checklist at all.

Each task shows a status: To do, In progress, Under review, Done, Locked, or Skipped. A locked task shows which earlier task it's waiting on, so the new hire understands why they can't start it yet rather than assuming something's broken.

Depending on the task type, they'll see buttons like "I've read this," "Fill out form," "Upload document," or "Provide signature." Once everything is done, the portal shows a completion message confirming they're all set.

What staff see

Tasks assigned to an internal user or department, rather than the candidate, show up for that person in the Onboarding Hub or on the candidate's own Onboarding tab, with a straightforward Complete button once they've done what's needed.

If a candidate's link has expired

An expired onboarding link shows a message telling the candidate to contact HR rather than a dead page. See Tracking onboarding progress for how to extend a candidate's access if this happens.