Manage hired employees from greytHR Recruit

Updated in September - 2025 | 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

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 the background verification vendor’s dashboard.

2. If no or both background verification apps (SpringVerify and InstaVeritas) are enabled, then clicking on the Background Verification option will take you to the Background Verification category page on Unite Marketplace, where you can choose the app you want to enable and use.

Info: 

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

2. This feature does not automatically send candidate details to the vendor. Currently, it only offers CTA-based navigation to vendor dashboards or the Unite Marketplace. Candidate data sharing or advanced integrations may be introduced in later phases.

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, and the employee receives an email to start their self-onboarding process.

Add Hired Employees: 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.

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." The employee's documents are automatically pushed to the HRMS, and the employee receives an email to start their self-onboarding process.

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.

Other related links:

• Raise job requests using greytHR Recruit

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