Lifecycle
The worst data entry in a company happens on somebody's first morning.
A person who has been through a hiring process, an offer, a background check and a document submission arrives — and somebody opens a blank employee form and starts typing what four other systems already knew.
The moment itself
One action, and it either completes or nothing happened.
Before joining, a person exists as a prospective employee: the offer that was approved internally before it ever reached them, what they signed, the documents they submitted, the identity checks that came back.
On joining, converting them is a single transaction. If any part of it fails, none of it happened — which matters because the alternative failure is a half-created employee that nobody notices until the payroll run does.
- An employee number, minted
- Identity and contact, already verified
- Where they sit in the org
- Which legal entity employs them, dated from today
- Their grade and band, dated from today
- The documents they submitted before joining
Before the first day
The offer is approved before the candidate sees it.
An offer is settled internally first and only then sent out. That ordering sounds procedural until you have watched a package go to a candidate and come back for renegotiation because one approver had not seen it.
A prospective employee can decline, or be withdrawn, and either way the record stays. A pipeline where the people who did not join simply vanish is a pipeline you cannot learn anything from.
- The offer is settled before it is sent —
Drafting the letter starts an approval and the record moves into review. Dispatching it is a separate act afterwards — so an approver cannot accidentally email a candidate, and a package cannot reach them before everybody who needed to see it has.
- The signature is evidence, not a ceremony —
What they typed, when, from where, the wording of the consent they were shown, and a fingerprint of the exact document at the moment they signed. A later dispute is about the record rather than about memory.
- The joiner fills it in, not HR —
A link, not a login. Personal details, addresses, emergency contact, statutory identifiers, bank details and documents — typed once, by the person who actually knows them, before they arrive.
- Consent is captured verbatim, every time —
The wording they were shown and the version of it, recorded on every submission — including a corrected one, rather than only the first.
- The link behaves like a credential —
Short-lived, revoked when you re-issue it, and every failure looks identical from outside so a guessed link learns nothing. You can tell "never opened it" from "opened it and is still typing".
- Assignments are dated from the start date —
Which entity employs them and at what grade, effective from the day they actually start — not the day somebody entered it.
- It works without the hiring module —
A prospective employee can be created directly for someone you hired elsewhere, and somebody already working for you can be recorded straight to active without the wizard at all. The handover is a benefit, not a dependency.
- Nobody who declined disappears —
A withdrawn or declined offer stays on the record with its reason and its date — so the rate at which people accept and then vanish is something you can see rather than something you sense.
- They cannot go live with paperwork outstanding —
An employee is blocked from becoming active while any of their documents is unreviewed or rejected — and rejecting one puts them back into the form with the reason.
Practical questions
Asked by whoever runs the first week.
›What actually carries over from hiring?
The person, their contact details, the agreed package, the signed offer and its evidence, and the joining date. Conversion also mints their salary structure from the package they were offered — so the first payroll run finds a structure rather than a gap — and re-parents the offer letter onto the new employee record instead of orphaning it.
›Who does the data entry?
The joiner, through a link, before their first day. HR reviews what they submitted rather than transcribing it.
›Can we onboard somebody we hired outside this product?
Yes. Create the prospective employee directly. Everything downstream is identical.
›What if the conversion half-fails?
It cannot. It is one transaction — either the employee exists complete with their number, their entity, their band, their salary structure and their pre-joining paperwork, or nothing was created and you try again.
›What if somebody starts the form and stops?
You can tell never-opened from opened-and-still-typing, which is the distinction that decides whether you chase them or re-send. Re-sending kills the old link.
›Can they correct something after submitting?
HR can reopen it, and consent is captured again on the corrected submission rather than inherited from the first one.
›Is there an induction checklist?
Not on the onboarding side today — checklists with owners are an exit feature. What gates going active is the document review, which is the part with a compliance consequence.
›What happens to somebody who accepts and then does not join?
They stay on the record as declined or withdrawn, with the date. Nobody is deleted for changing their mind, and the rate at which it happens is something you can then actually see.
›Does the employee number get set by us?
It is minted at conversion so two people cannot be created with the same one. Your own numbering conventions are a setup conversation rather than a hope.
Book a demo
Convert a joiner on the call.
The second step is the one that decides whether a mid-year change is readable next April.
- Start from an accepted offer and watch what carries
- Check the entity and band dates on the new record
- Create a prospective employee from scratch instead
- Decline one and find them afterwards