Manage hired employees from greytHR Recruit

Updated in June - 2026 | Subscribe to watch greytHR how-to video

Recruiters often face challenges in efficiently managing the transition of candidates from offer acceptance to onboarding in the HRMS. 

greytHR Recruit simplifies this process for the hiring manager or recruiter by enabling them to mark candidates as Hired on their joining day and automatically transfer their details to the company's database with the Add Hired Employee feature. This ensures a faster, automated, and seamless onboarding experience.

Key actions 

1. Initiate the candidate's background verification.

2. Mark candidate status as hired.

3. Add hired employees from Recruit to the company database.

4. Sync employee documents

5. Sync offer letter salary structure with payroll

Initiate candidate's background verification

Once the candidate accepts the offer letter, the status automatically updates to Offer Accepted, and you can proceed with the background verification process by clicking on the Background Verification option.

For an HR admin, background verification helps confirm employee details, reduce risks, and ensure a reliable hiring process. greytHR offers two background verification apps (SpringVerify and InstaVeritas) from the Unite Marketplace. 

Info: If you are a first-time user, when redirected to Unite, you will be prompted to enter your email address and verify it using an OTP.

Note: The Background Verification option is available once the candidate has accepted the offer.

1. If one background verification app (SpringVerify or InstaVeritas) is enabled, clicking on the Background Verification option opens a pre-filled form with the following candidate details:

   • Candidate Name

   • Email

   • Phone Number

   • Selected BGV Package/Form (from vendor)

You can review or edit the pre-filled details before submitting. On submission, you are redirected to the vendor's dashboard where you can either upload candidate documents yourself or allow the vendor to collect them directly from the candidate.

Note: Select the Send Documents checkbox during BGV initiation to automatically pass all available candidate documents from Recruit to the BGV vendor — eliminating the need to re-upload documents on the vendor dashboard.

If multiple background verification apps are enabled, clicking the Background Verification option displays a list of enabled vendors. Select the required vendor to proceed with the pre-filled BGV initiation form.

If no background verification app is enabled, clicking the Background Verification option redirects you to the Background Verification category page on Unite Marketplace, where you can explore and enable a vendor app.

Info: 

1. It is not mandatory to complete the background verification before marking the candidate as hired.

2. Candidate details are pre-filled during BGV initiation and passed to the enabled BGV vendor via the Unite API.

3. You can also automatically send available candidate documents to the vendor by selecting the Send candidates documents to vendor checkbox during initiation.

4. Click View documents to view all uploaded candidate documents directly within Recruit before sending them for verification.

Track BGV Status

Once background verification is initiated, you can track its progress from greytHR Recruit. The status may appear as BGV Success, BGV Failed, BGV In Progress, BGV Paused. The BGV status is automatically updated in real time based on vendor responses.

Mark the candidate as hired

To mark the candidate’s status as hired, from your greytHR Admin portal, hover over the 9 dots, and select Recruitment  > Candidates.

1. Select the candidate, click Jobs, and select the required job.

2. From the CANDIDATE STATUS dropdown, select the status as Hired. A pop-up screen appears.

   • If you want to keep the job posting open, click Okay, keep this job open. 

   • If you want to close the job, click Great, Close the job, and select/add the appropriate reason.

3. Add the Joining Date for the candidate to appear on the Joining List page.
   Note: You can click Add Employee to add the candidate to the company’s database.

Add hired employee from Recruit to the company database

The Joining List page displays candidates who have accepted offers and been marked as hired. Once the candidate's status is marked as Hired, the Add Employee option appears next to the candidate’s name, allowing you to add employees directly from Recruit.

To add an employee to Recruit, from your greytHR Admin portal, hover over the 9 dots, and select Recruitment  > Joining List.

1. Select the date range to view the hired candidates. 

2. Click Add Employee.

3. On the Add Employee form, fill in all the information.
   Note: The fields displayed in the Additional Information are based on the configurations set in the active Employee Category settings. 

4. Once you have filled in all the required fields, click the Add Employee option, and the employee information will be added to the system.

Sync employee documents

After adding the employee, you can automate the synchronization of candidate documents from the recruitment process to the employee profile. This eliminates the need for manual re-uploading, reduces administrative effort, minimizes errors, and improves overall onboarding efficiency.

Once the employee is added, on the Joining List page, the Employee Sync Status changes to Added - Setup Pending, and the Complete Setup option appears next to the candidate’s name, allowing you to transfer the employee documents from Recruit to the Employee module. 

1. Click on the Complete Setup option, and the window appears displaying all the documents available in the candidate's profile, along with a Document Category dropdown for easy selection, and a Preview option for each document.
   Note: Alternatively, you can proceed with syncing the documents as the next step after the employee is added. 

2. As an admin, you must:

   • Select or deselect individual documents using checkboxes.

   • Map each document to a specific category. This is a mandatory step.

   • Preview any document by clicking the preview icon.

3. Once done, select Complete Setup to successfully push the selected documents to the Employee module.
   Note: You can choose to select the Skip for now option to complete the setup later.

The  Employee Sync Status changes to Added - Setup Done.

When the employee is added, their documents are automatically pushed to the HRMS. You can view these documents under Employee > Information > Employee Documents.

Sync offer letter salary structure with payroll

After syncing documents, you can also sync the candidate's salary structure directly to greytHR Payroll. The Complete Setup window displays two checklist items — Push documents to Employee Documents and Sync salary details to Payroll — which can be completed in any order.

To sync the candidate's salary to greytHR Payroll, from the greytHR Admin portal, hover over the 9 dots and select Recruitment > Joining List.

1. Open the candidate's profile click Complete Setup and expand the Sync salary details to Payroll section.

2. Review the salary details pre-populated from the candidate's accepted offer letter.

3. Expand Salary Input Fields to view offer-level input fields (read-only) and Salary Calculations to view all salary components.

4. Update the Effective Date and Payout Date if required. Both default to the Add Employee date.

5. Click Sync to Payroll to push the salary structure to greytHR Payroll.

Once done, the checklist item is marked as Done. When both items are marked Done, a "Setup completed successfully" confirmation appears.

To exit without syncing, click Skip for now.

Note: The Sync to Payroll button is the only action that triggers the sync. Expanding accordions or editing dates without clicking this button does not initiate any sync.

Select offer letter for salary sync

If the candidate has a single accepted offer letter, it is automatically resolved. If there are multiple, the system picks the latest based on acceptance date. To change it, click the Select Offer dropdown, choose the required offer letter, and click Sync to Payroll.
Note: Only accepted offer letters appear in the dropdown. Rejected offer letters are excluded.

Important notes:

1. The Push documents to Employee Documents and Sync salary details to Payroll actions are independent — no mandatory order between them.

2. The sync pushes all salary components, offer-level input fields, effective date, and payout date to Payroll. Components are mapped using Payroll component IDs.

3. Completing Sync to Payroll is not mandatory before marking a candidate as hired.

Frequently Asked Questions

What challenge does greytHR Recruit address in the candidate transition process? 

Recruiters often struggle with efficiently managing candidates from offer acceptance to onboarding in the HRMS. greytHR Recruit simplifies this by automating the transfer of candidate details to the company's database once they are marked as "Hired," ensuring a faster and seamless onboarding experience.

What happens automatically after a candidate accepts an offer letter?

Once a candidate accepts the offer letter, their status automatically updates to Offer Accepted in greytHR Recruit.

What are the recruiter's next steps after a candidate's status is Offer Accepted?

As a recruiter or hiring manager, once a candidate's status is updated to Offer Accepted, your next step is to proceed with the background verification.
Note: It is not mandatory to complete the background verification before marking the candidate as hired.

When can I start the background verification process for a candidate?

You can start the background verification once the candidate accepts the offer letter. The offer status will automatically update to Offer Accepted, and you’ll see the Background Verification option to proceed.

Which background verification apps are available on greytHR?

greytHR integrates with two background verification apps from the Unite marketplace:

• SpringVerify

• InstaVeritas

You can enable either one or both based on your preference.

What happens if only one background verification app is enabled?

If only one app is enabled (either SpringVerify or InstaVeritas), clicking the Background Verification option will directly open that vendor's dashboard in a new tab.

What happens if no background verification app is enabled?

If no background verification app is enabled in your Unite Marketplace, clicking the Background Verification option will redirect you to the Background Verification category page on Unite Marketplace. From there, you can choose and enable an app.

What happens if both SpringVerify and InstaVeritas are enabled?

If both apps are enabled, clicking the Background Verification option will take you to the Background Verification category page on Unite. You can then choose which app you'd like to use for the specific candidate.

What happens if I am a first-time user on Unite?

 If you are being redirected to Unite for the first time, you will be prompted to enter your email address and verify it using a one-time password (OTP) before proceeding.

What candidate details are pre-filled in the BGV form? 

When initiating BGV, the form is automatically pre-filled with the following candidate details from Recruit: candidate name, email address, phone number, and the selected BGV package or form from the vendor. You can review or edit any of these details before submitting.

Can I send candidate documents directly to the BGV vendor? 

Yes. During BGV initiation, select the Send Documents checkbox to automatically pass all available candidate documents from Recruit to the vendor via the Unite API. This eliminates the need to re-upload documents on the vendor's dashboard. You can also click View documents to preview all uploaded candidate documents within Recruit before sending.

Is background verification mandatory before marking a candidate as hired? 

No. Completing background verification is not mandatory before marking a candidate as hired. You can proceed with hiring independently of the BGV status.

How do I mark a candidate as Hired?

To mark a candidate's status as Hired:

1. Hover over the 9 dots and select Recruitment > Candidates.

2. Select the candidate, click Jobs, and select the required job.

3. From the CANDIDATE STATUS dropdown, select Hired.

4. A pop-up will appear. You can choose to Okay, keep this job open if you want to continue receiving applications, or Great, Close the job and select a reason if the position is filled.

5. Add the Joining Date for the candidate to appear on the Joining List page.

Can I add the employee to the company's database immediately after marking them as hired?

Yes, you can click Add Employee directly after marking the candidate as Hired to add them to the company's database.

Where can I find candidates who have accepted offers and are ready for onboarding?

Candidates who have accepted offers and have been marked as Hired will appear on the Joining List page. To access it, hover over the 9 dots and select Recruitment > Joining List.

What does Employee Sync Status: Ready to Add mean?

When the Employee Sync Status changes to Ready to Add, it indicates that the candidate's status has been marked as Hired, and the Add Employee option is now available next to their name on the Joining List page.

How do I add a hired employee from Recruit to the company database? 

From the Joining List page:

1. Select the appropriate date range to view the hired candidates.

2. Click Add Employee next to the candidate's name.

3. Fill in all the required information on the Add Employee form. Note that additional information fields are based on your active Employee Category settings.

4. Once all fields are filled, click Add Employee to add their information to the system.

What is the benefit of syncing employee documents from Recruit to the employee profile? 

Automating the synchronization of candidate documents eliminates the need for manual re-uploading, reduces administrative effort, minimizes errors, and significantly improves overall onboarding efficiency.

What does Employee Sync Status: Added - Setup Pending signify? 

After an employee is added to the system, the Employee Sync Status changes to Added - Setup Pending. This means the employee has been added, but their documents from the recruitment process still need to be transferred to their employee profile. The Complete Setup option will appear next to the candidate's name.

How do I transfer employee documents from Recruit to the Employee module? 

To transfer documents:

1. Click on the Complete Setup option next to the candidate's name (when "Employee Sync Status" is "Added - Setup Pending").

2. A window will appear displaying all documents from the candidate's profile.

3. As an admin, you must:

4. Select or deselect individual documents using checkboxes.

5. Map each selected document to a specific Document Category (this is mandatory).

6. You can preview any document by clicking the preview icon.

7. Once done, click Complete Setup to push the selected documents to the Employee module.

What happens after the employee documents are successfully synced?

After successful document synchronization, the "Employee Sync Status" changes to "Added - Setup Done" and the employee's documents are automatically pushed to the HRMS.

Where can I view the synced employee documents in greytHR?

You can view the synced employee documents under Employee > Information > Employee Documents in the greytHR system.

What is the Sync salary details to payroll feature? 

Sync salary details to payroll feature automatically pushes the complete salary structure from the candidate's accepted offer letter to greytHR Payroll during the employee addition flow eliminating manual data entry and reducing errors.

Which offer letter is used when a candidate has multiple accepted offers?

The system automatically selects the latest accepted offer letter based on the acceptance date. If two accepted offers share the same acceptance date, the offer with the latest modified or generated timestamp is selected. You can also manually select a different offer from the Select Offer dropdown before clicking Sync to Payroll.

How can recruiters change the offer letter used for salary sync?

To change the offer letter, expand the Sync salary details to payroll section within the Complete Setup window, click the Select Offer dropdown, and select the required offer letter. The salary details update automatically based on your selection. Click Sync to Payroll to proceed with the updated offer.

Can I edit the salary details before syncing?

No. The salary details displayed in the Salary Input Fields and Salary Calculations sections are read-only and reflect the offer letter as-is. If changes are required, update the offer letter first and then initiate the sync.

What happens if no offer letter has been generated for the candidate?

If no offer letter has been generated, the Sync to Payroll section displays a message indicating no offers are available and the Sync to Payroll button is not accessible. A Go to Offer Letters link is provided to navigate to the offer letter section directly.

What happens if the selected offer does not contain a salary table?

If the selected offer does not contain a salary table, an inline message is displayed and the Sync to Payroll button is disabled. You can select a different offer from the dropdown or navigate to Offer Letters to update the offer before retrying.

What happens if the salary sync fails?

If the sync fails, an error message is displayed and the Sync to Payroll button is re-enabled for retry. No partial salary data is pushed to Payroll, and any partially written data is rolled back immediately.

Is it mandatory to complete Sync to Payroll before marking a candidate as hired?

No. Completing the Sync to Payroll action is not mandatory before marking a candidate as hired. The Complete Setup checklist items can be completed independently and in any order.

What happens when recruiters click Skip for now?

Clicking Skip for now closes the Complete Setup window. The salary data is not pushed to Payroll and the setup is not marked as complete.

Are the Push documents to Employee Documents and Sync salary details to Payroll actions dependent on each other?

No. Both actions work independently. You can complete them in any order or complete one without the other.

Related article:

• Raise job requests using greytHR Recruit

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