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foundU <> CitationHR joint onboarding checklist

Overview

The foundU <> CitationHR joint onboarding checklist guides you through:

  • Generating a letter of offer and employment contract for a candidate in CitationHR
  • Sending it to the candidate for electronic signature
  • Automatically creating a pending employee record in foundU to kick off onboarding

Candidates can now sign their letter of offer and employment contract without logging in to Employee Self Service (eSS). They can complete the electronic signature by accessing the link shared with them via email.

The steps below explain how admins can interact with this checklist.

 

Before you begin

Make sure the candidate's record is active in CitationHR and that the following details are accurate and up to date:

  • First name and last name
  • Email address (home) - Personal email address
  • Mobile number - Make sure the mobile number has no spaces and starts with 04xxxxxxxx

 

Step-by-step guide

Step 1 – Create the contract

Generate a letter of offer and employment contract for the candidate using the relevant template and document type.

This document sets out the formal terms and conditions of employment with your organisation. You will be prompted to answer a series of questions about the employment arrangement.

Why this matters: A written employment contract:

  • Reduces the risk of disputes
  • Supports your ability to manage and discipline employees where needed
  • Helps ensure compliance with any applicable award obligations

Operating without a signed contract in place puts your business at significant risk.  

 

Step 2 – Send the employment contract link via email

Once the contract has been created, click Send Email. The candidate will receive an email containing a link to their employment agreement.

The candidate can then:

  • Open the link
  • Review the document
  • Electronically sign to accept the offer

Important things to note:

  • The candidate can only sign the document once
  • The link is valid for 48 hours
  • If the candidate cannot access the link or the link has expired, click Resend to send the document again
  • If the candidate provides a printed or scanned signed copy, use the Manual Override option to upload it

Note: This step requires Create the Contract step to be completed first.

 

Step 3 – Share the signed employment contract

Once the candidate has signed their employment contract, send them a copy of the signed contract by clicking Send Email.

Note: This step requires Send the Employment Contract Link via email to be completed first.

 

Step 4 – Confirm the iHub connection is active

Before submitting the candidate's details to foundU, confirm that your CitationHR account has an active connection to foundU integration connector through iHub. Without an active connection, the candidate's details won't sync across, and the pending employee profile can't be created.

To set up or check the Integration Hub (iHUB) – enableHR connection:

  1. Go to the Integration Hub at https://ihub.enablehr.com/ and log in using your CitationHR admin user credentials
  2. Go to Connections, click Add Connection, and select foundU Integration from the drop-down
  3. Add your foundU subdomain to establish the connection.

 

Step 5 – Create foundU employee profile (This step only applies to accounts integrated with foundU)

 

Once the contract has been signed and iHub connection is active, submit candidate details to foundU and begin the onboarding process.

  1. Click Send to share the candidate's details with foundU
  2. Once the profile has been created, click View Employee in foundU to open and view the profile
  3. The candidate will receive an email from foundU to access their account and initiate onboarding

The candidate's CitationHR profile will now be added as a pending employee profile in foundU, ready for further onboarding steps.

Before you click Send, ensure the following fields are complete in the My Details section of the candidate's or employee record:

  • First name and last name
  • Home email address
  • Mobile number

Note: This step requires Share Signed Employment Contract to be completed first. 

 

Step 6 – Complete the checklist

Once all previous steps have been completed, mark the checklist as complete.

Note: This step requires Create foundU Employee Pending Profile to be completed first.