Release Notes: Sticky Apply, Job Management, Application Edit Tools and Reporting Customization

Release Notes: Application Self-Service, Emerging Reporting Functionality and Robust Role Permissions for Users

Release Notes: Multi-Job Apply, Application Jump Start, Repeat Job Apply and Never Hire Status

Release Notes: Mobile Application, Dynamic Questions, Candidate Texting and Hiring Teams

Talking HR Technology on the JoyPowered Workspace Podcast

Have you jumped on the podcast-listening wave yet? If not, now’s your chance to listen to ExactHire’s own Jessica Stephenson talk with JoDee Curtis and Susan White, co-hosts of the “The JoyPowered™ Workspace Podcast,” about considerations for choosing and implementing HR Technology. Topics include making a business case for new HR technology, what to seek in a software application, and how to determine if a vendor’s customer support is really as exceptional as they say it is. Check out the podcast recording and episode Q&A highlights below.

HR Technology Podcast Episode Q&A Highlights

Tell us about your company, ExactHire, and what services and technology they provide.

We develop software that automates and improves the hiring process. Specifically, that includes HireCentric applicant tracking software and OnboardCentric employee onboarding software. We also have relationships and some integrations with a handful of employee assessments. All of our applications follow the Software-as-a-Service model, commonly known as SaaS.

How do you make a business case for incorporating more or new HR technology in your organization?

Making a business case starts with a discussion on how change can make the company more profitable. One of the primary reasons making a business case to senior management remains a challenging task is because the language and analytics traditionally used by HR professionals may not be as compelling to others in leadership roles. For instance, while turnover percentage and time-to-fill are reliable indicators to many in the human resources arena, these HR metrics don’t necessarily translate well to CFOs, COOs, or presidents.

For example, when adding applicant tracking or employee onboarding software, some HR leaders focus primarily on justifying these new applications by focusing on efficiencies gained and/or staff time saved. While these points certainly have merit, they also fall outside the common terminology of many finance and operations leaders. Because efficiency and staff time saved in HR are difficult to quantify and not as directly attributable to the bottom line, these savings may be discounted or dismissed entirely.

However, focusing on what direct impact those efficiencies can have on the revenue growth or profitability of the organization changes the conversation completely. Identify the KPIs that impact business outcomes and then paint the picture of how those business outcomes can be positively changed as the result of new technology implementation. Don’t forget to record benchmark levels for your KPIs and organize your findings for senior management. Consider a SWOT Analysis in which you are illustrating strengths, weaknesses, opportunities and threats, and then spread the word to gather internal support from those who will be most heavily impacted by the software application.

Should HR technology revolve around an employer’s payroll system? Thoughts on integration vs. same system?

We certainly encounter employers pondering this question frequently, and what’s right for one organization won’t be ideal for another. There are advantages and disadvantages to each approach, so I’d suggest asking these questions to help determine which approach might be best for your employer.

  • First, what are the overall priorities of your organization, and for your HR department? For example, how important is recruiting relative to other HR functions? What about employee onboarding? If hiring is not a high volume activity, then that probably points you in one direction versus another.
  • Second, how much hiring will your organization do over the next year or two? Your projected volume is going to impact your choice, and it might also tie into the next question…
  • Which is…what specific applicant and/or employee data do I want to be pushed into payroll? So, once I’ve hired someone, what exactly from the applicant tracking or recruiting side should push into payroll? And, once those items are pushed, will I still need to key in additional info such as Social Security Number, birth date, etc. because an ATS wouldn’t necessarily house that kind of sensitive information. That’s a bigger question on the ATS side than the onboarding side. That is, if you’re pushing from an onboarding application into a payroll module. Make sure you understand what that is and make sure you understand how important it is and how much of it there is.
  • Looking at features, does your hiring volume necessitate you to consider a more robust system that has the bells and whistles you need with a better user experience; or, is end-to-end integration the most critical need?
  • How will your needs look next year or in a few years compared to today?
  • And finally… price, is there a notable difference between the options? If there is, what is the opportunity cost of choosing one solution over another… in terms of sacrificing a more robust feature set or conversely in time spent importing data in lieu of an integration option.

What should companies look for when choosing an effective technology partner?

  • Support. Be honest with yourself about your organization’s support needs, as well as how much implementation assistance will be required. Will your ongoing support needs be satisfied with a 3-day wait for the support tickets you submit, or do you really need same-day assistance in most cases? Consider the tech-savviness of your internal product champions, as well as your end users.
  • Training. Find out what training includes in the beginning? One session for all admin users? Sessions specific to restricted users too?  What else? What about when your department has turnover later on? Do you have access to recordings of your training sessions? How often is the product’s online knowledge base updated? Are there other resources you can use to get help: newsletters, Q&A sections, videos, animated GIFs in training tip sheets, etc.?

What are some things companies should look for when choosing an HR software application?

You must know your true needs vs. your “icing on the cake” wants when it comes to functionality.  Your priorities will be impacted by factors such as

  • your organization’s size and the industry in which you work,
  • security,
  • your compliance needs (for example, affirmative action plan reporting, E-Verify, work opportunity tax credit),
  • your average number of hires per year,
  • whether or not you have a decentralized or centralized org. structure,
  • the budget allocated to HR tech spending,
  • your need to integrate with any existing applications,
  • organizational growth plans, and
  • your potential need to move data from one system to another…in the case that you are leaving another provider, for example.

In evaluating these factors, remember to consider the needs of stakeholders such as HR administrators, hiring managers, supervisors, employees and payroll / finance partners.

How can I get technology vendors to help me develop a business case to senior management?

With evaluating a provider’s support resources as we talked about earlier, I would ask your tech vendor if they have any case studies, blogs, e-books or other content that help provide tips on how to make a business case, as well as specific ideas on which KPIs might be the most well-received by senior management. For example, talk in the language of profit per employee or revenue per employee rather than turnover. Additionally, if it’s important for your tech vendor to partner with you in discussions with your senior management team, go ahead and ask for that.

At ExactHire, we know that the product itself is not the only key to success for our clients. We strive to provide timely content that will help our users make the most of not just their product usage, but also how to tackle thorny HR topics they encounter on the job that might loosely relate to an aspect of our product. For example, tips on I9 audits, the latest on work opportunity tax credits, which states have adopted ban the box legislation or that now restrict salary history questions.

What do you do when the technology that works best for the HR team is not always what works best for the users?

Considering the user experience…both internal admin and hiring manager-level users, as well as applicants or existing employee end users…is critical to successful technology adoption. So, if you are in a position to select a new software application, there are some questions you can ask to assess whether you’re on the right track. Consider to what extent other specific groups in your organization will use the application. It may be more important to meet some groups’ needs than others.

  • How easy will it be to encourage others to consistently use the application?
  • Will you need to do some due diligence to train people on how to use it; or, does your partner do all that?
  • In either case, which will be the most well-received by your employees?
  • Will it be pulling teeth to get others to use the software? Consider the reasons why it may be.
  • Do you have the wrong software? Or, are employees overloaded with work and/or not as tech-savvy in some areas?
  • Where will others use your software? Will they mostly be on their desktop, or will it be via phone while on the go?
    • This answer will vary widely depending on whether you are looking at technology companies, healthcare and/or manufacturing clients, for example. If it’s while on the go, then make sure the interface is mobile-friendly.
  • And, finally, does the software have an employee self-service orientation that will ensure your data remains accurate into the future? That is, employees can make their own changes as circumstances change.

When purchasing technology, how might I project system needs a year from now, five years, to know if the system is easily customizable and scalable?

Like so many things, the answer for what is right for your organization will boil down to how well you know your organization. Be in tune with senior leaders’ plans for growth, what market conditions or legislative changes may impact your industry’s hiring curve, and whether you’re looking for any other functionality as a result of changing compliance needs. For example, in the next few years will you likely become a federal contractor of a certain threshold and subject to Affirmative Action Plan reporting for the first time?

Questions to bear in mind include:

  • Are the software application’s user logins unlimited? Or do you pay per user, or per job posting in the case of recruiting software?
  • Are there other HR modules you may wish to add in down the road? For example, learning management, performance management, etc.
  • If you’re using a single sign-on application available with a full HRIS, are the individual HR modules robust enough for your needs today and tomorrow?

How will we know if it will be easy to get to the data insights we need?

Think about the types of reports you run today, as well as what you wish would be easier to get insights on. Then, ask your tech partner if the available canned reports are sufficient to meet those needs. Find out if there’s a report building tool available to get insights on demand. If not, then what does it look like (in terms of time and cost), to get reports created by your vendor? Is it super time-consuming and/or expensive for those one-off requests?

Is it ok to ask to talk to other clients who are using the system; and, learn how they are using reports or have customized their own?

Absolutely it is. First, I recommend doing your homework and asking your own HR contacts for their feedback on different systems. Then, when you are late in the process with one or two final potential vendor partners, do ask them for references. Additionally, vendors may have existing content in the form of blogs, white papers, etc. that highlights customer use cases and illustrates how they’ve used products to solve specific customization and/or reporting requests.

Technology vendors always seem to think their customer support is terrific and available. What are some questions we might ask to get more specific answers?

I don’t disagree with that statement, so asking questions to get the actual data is important. Here are some suggestions:

  • How robust are the training materials available to learn the system? Better yet, don’t just ask this question…see how easy it is for you to find the training materials from the corporate website or within the support knowledge base. If it’s pretty easy to find materials when you’re not even a customer yet, it will only get better once you are.
  • How is customer support structured, and what is the average response time? I like this question because some providers will have tiered support services that provide more support for more money. Others will have the same level for every customer. If there is a tiered structure, then find out the difference in response time for each tier, as well as whether certain tiers only provide email support without phone assistance.
  • How long will product implementation take? This is a huge one as I’m sure we’ve all heard horror stories about systems that have taken more than a year to  implement! Know that the answer to this question will depend of course on what type of system you are implementing…an ATS should take less time than a full HRIS, of course. And some systems with multiple modules will not be implemented all at one time. So clarify whether implementation is likely to take only weeks or months and months…and then do your homework to validate whether the expectation set was the reality for other customers who previously implemented.
  • Finally, know that you play a huge role in the length of your own product implementation…many times implementations draft on because the customer isn’t responsive even when the vendor is.

What are the biggest internal obstacles to making a change to your HR technology stack?

In my experience, they fall into these buckets:

  • Budget
  • The staff bandwidth of your HR department
  • Getting employee and/or hiring manager buy-in to change
  • A lack of desired integration options
  • A lack of awareness about new features available in the market
  • Inertia – the pain of making a move from an existing system

Specific to an applicant tracking system, how might we also consider the candidate perspective?  What is most important and what issues have you had engaging applicants or employees in the past?

When considering the applicant experience, it really comes down to interface and time…particularly in the last few years. So you have these considerations:

  • What is the employment application length and is it easy to navigate?
  • Is there a mobile-friendly interface?
  • Can candidates find your job postings where they would expect them? (e.g. integration with external job boards, social media posting)
    • And on the onboarding side…the time it takes employees to complete new hire paperwork; update employee data.
  • Is it a joy for your workforce to interact with your HR software applications?

We are planning to implement a new HR technology that allows users a more self service model. What are some ways I can get employees to embrace the new technology?

I’m a huge advocate of informal videos and animated GIF images to help people pick up on things easily. Additionally, depending on the make-up of your workforce, you might consider in-person workshops or webinar training to help people understand the types of things they can input in the self-service model, as well as how often they can make changes, how they know the change was successfully entered, etc.


Check out the complete show notes for this episode of “The JoyPowered™ Workspace Podcast.”

ExactHire Tech-Based Employee Experience E-Book


Are You Ready for an I-9 Audit?

U.S. immigration policy has always been a hot issue on the campaign trail and in the halls of Congress. However, in recent months, it has risen to become the issue as lawmakers seek to reach a bipartisan agreement on comprehensive immigration reform.

In the background, a dramatic shift is already taking place in regard to the enforcement of federal immigration laws currently on the books. One area that should be of particular importance to employers is the planned increase in I-9 audits by the U.S. Immigration and Customs Enforcement (ICE) agency.

In an October 2017 speech to the Heritage Foundation, the Acting Director of ICE, Thomas Homan, stated that ICE has already “increased the number of inspections and worksite operations,” and that employers would “see that significantly increase this next fiscal year.” According to Mr. Homan, the plan is to increase the time spent on worksite enforcement in 2018 “by four to five times” current levels.

So with an increase in enforcement, need employers worry? That depends on their compliance with the Federal Form I-9 requirements established by the Immigration Reform and Control Act (IRCA).

Number of I-9 Inspections Per Year

2014: 1,320
2015: 435
2016: 1,279
2017: 1,360
2018 (projected): 6,120

What Are the Federal Form I-9 Requirements?

The Form I-9 is used to verify employment authorization and identity of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire, both citizens and non-citizens alike. Employees and employers (or authorized representatives of the employer) must complete the form within three business days of an employee’s first day of employment. A summary of the general requirements follows:

For Employees (Section 1 Form I-9)

  • Attest to their employment authorization
  • Present acceptable documents evidencing identity and employment authorization
  • Complete the above on first day of paid work

For Employers (Section 2 and 3 Form I-9)

  • Examine employee documents to ensure that they are genuine and relate to the employee
  • Record information from submitted documents on the Form I-9
  • Retain Form I-9 and make it available for inspection by authorized government officers
  • Complete above within three days of employee beginning paid work

For a more detailed overview of Form I-9 requirements, visit the USCIS website.

What Are the Penalties for Non-Compliance?

Violation of  Form I-9 requirements can happen for a number of reasons, so ICE focuses on the employers intent when determining penalties. This means that violations will fall into two groups: intentional violation and unintentional violation. Within these groups the penalty per violation will vary based on percentage of employees that are in violation and whether the employer is a repeat violator. Additional enhancements (increases) or mitigations (decreases) to the fine may be applied as well.

Penalties for Substantive and Uncorrected Technical Violations (unintentional)

Employers who fail to obtain the appropriate documentation from new employees can be fined between $220 and  $1,862 for each violation. These fines are levied for “substantive and uncorrected technical” violations when an employer unknowingly makes an error or experiences a technical error in completing the Form I-9.

Penalties for Knowingly Hire / Continuing to Employ Violations (intentional)

If an employer hired or continues to employ unauthorized individuals, they will be fined between $548 to $21,916 per violation. These fines are for “Knowingly Hire/Continuing to Employ” violations when the employer has an intent to hire or maintain an illegal workforce.

Penalty Enhancement and Mitigation

Within each of the two intent groups above,  ICE considers five factors that can increase or decrease the fine. These are the size of the business, good faith effort to comply, seriousness of violation, whether the violation involved unauthorized workers, and history of previous violations. Combined, these factors can increase the standard fines by up to 50% per violation.

 Total Fines Levied Per Year

2014: $1 Million
2015: $4.62 Million
2016: $2 Million
2017: $97.6 Million

How Can Employers Avoid I-9 Violations?

For employers who don’t want ICE knocking at their doors, the first and obvious step is to not intentionally hire unauthorized workers. The second, more difficult step is to have an air-tight, compliant process in place for completing the I-9 requirements. So what does that look like?

  • Remove all I-9 records from personnel files and organize them in a separate I-9 binder–or store them digitally. This makes it easy to access the I-9 files all at once in the event that ICE conducts an inspection.
  • Assign a member of you HR team to serve as the I-9 process owner. It will be their responsibility to oversee the I-9 process. Ensure that this person receives annual training on the I-9 requirements.
  • Create an onboarding timeline that mandates the completion of I-9 requirements before other activities can be advanced. Remember: new hires must complete Section 1 on their first day of work, and employers must complete Section 2 no later than the employee’s third day of employment.
  • Ensure that I-9 documents are verified in person, making it easier to approve the documents as legitimate and reasonably relating to the employee being verified. Never accept faxed or scanned documents for I-9 purposes.
  • Allow new hires to choose the I-9 documents that they will present from the list of acceptable documents. This helps employers avoid any issues with document abuse.
  • Accept only the minimum number of supporting documents required–do not accept more than needed–but allow the new hire to choose which ones to submit. This, too, helps employers avoid any issues with document abuse.
  • For employees who state that their work authorization will expire, record the expiration date in your calendar and set a reminder. Employee onboarding software or an online I-9 system can be valuable in automating these reminders.
  • Review your process annually. Employers should ask the human resources team to present and explain their I-9 process. This presentation can be combined with annual training on common I-9 issues or the conduction of an internal I-9 audit.

It’s important to know that the majority of  I-9 violations are substantive and the result of human or technical error. This means that having a solid process in place, annual training, and an internal audit will protect most employers from unknowingly committing any violations. When considering the fines that could result from just one I-9 violation, employee onboarding software that automates the I-9 process can prove to be a very smart investment.

To learn more about ExactHire’s employee onboarding software and the ways in which it can protect your organization from compliance risks, contact us today.

Disclaimer:The information provided is not intended to be legal advice.Please seek legal assistance, or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.

Image Credit: Audit by Nick Youngson CC BY-SA 3.0 Alpha Stock Images

Why You Need Applicant Tracking Software that Integrates with Employee Assessments

In the Human Resources profession, what happens when you’re strapped for time, working in software silos and unclear about which fire to put out next? In my experience, work culture suffers. Those tasked with traditional HR responsibilities, including some smaller business owners, are all too often drowning in administrative drudgery instead of working on strategic workforce initiatives and championing culture.

It’s not that you don’t appreciate the critical role that employee assessments play in the hiring and succession planning processes, but it can be one more hurdle to overcome when assessment technology lives outside of your applicant tracking software (ATS). What if you could streamline your talent acquisition process with hiring software that seamlessly integrates with a proven, well-respected and validated assessment tool?

In this blog, we’ll focus on the The Predictive Index® (PI) assessment and discuss some scenarios in which you may consider an applicant tracking system that integrates with PI, specifically. I’ll guide you through how the integration works within our hiring platform, HireCentric ATS, and introduce you to our PI Partner, ADVISA. We work with ADVISA to combine our recruiting technology with their expertise in interpreting and using The Predictive Index® to automate and improve the hiring process.

Watch assessment integration webinar

Overcoming HR Obstacles

Whether you are an HR department of one or a relatively small team, like it or not the business of human resources is often accompanied by unexpected fires. Time is at a premium…which means you need to move candidates through the hiring process efficiently.

In the age of “Big Data,” studying desirable behavioral traits for individuals in the same job category over time is essential to making sound hiring decisions in the future. Hopefully that isn’t news to you, but it is easier said than done when your candidates’ assessment results aren’t easily visible within your other recruiting tools. Plus, it’s even more challenging when business growth outpaces your organization’s prioritization of implementing smart technology.

If you’re like many of ExactHire’s clients, you wear many different hats in your human resources or recruiting role. While you’d love to have the time to scour every software application’s Knowledge Base to find answers, you don’t have time to do so. You need recruitment solutions that are easy to learn and intuitive.

Why Consider ATS Integration with The Predictive Index®?

As you likely already know, there are many applicant tracking solutions on the market, but what makes ExactHire’s HireCentric applicant tracking software appealing is that it fully integrates with an employer’s Predictive Index® portal.

In our experience, PI assessment users are attracted to HireCentric ATS thanks to the ability to streamline the assessment invitation process from right within the ATS. Recruiters may invite job candidates to complete an assessment at the point of application or later in the process from the applicant record.

Employers are also pleased with the availability of integrated assessment launch options. HireCentric allows you to customize the delivery of the assessment invitation in two distinct ways:

  • Candidates may be invited to complete an assessment during the employment application process. HireCentric allows employers to have multiple application versions to accommodate different geographic locations, job levels and/or job categories. This level of customization offers employers a great deal of flexibility when it comes to crafting applications that are suited for different circumstances and built for conversion optimization.
  • Additionally, assessments may be reserved for use later in the hiring process. HireCentric allows employers to launch email invitations to invite select candidates to take the PI.

Employers also appreciate the simple way in which candidate assessment results are visible from within the HireCentric applicant tracking system. While a deeper dive is always an option from within the PI portal, it’s convenient to pull up a candidate’s PI placard directly from the applicant profile in HireCentric.

Assessment Integration Options and Considerations

Let’s dig into the options available to you for using HireCentric to invite candidates to take the PI. In this blog, I’m going to refer to the PI “Enterprise Plan,” as it is the only plan with open API access which allows candidate results to flow back into HireCentric ATS and be visible on the applicant record.

There are two primary options for inviting candidates to complete the PI. In the first method, you may include a link to begin the PI at the point of application. This occurs immediately after the candidate completes the HireCentric employment application questions, and it can be done with either a traditional one-step application or HireCentric’s popular two-step application option. This point of application approach is ideal if you want to assess all applicants as part of the initial screening process.

The other approach is to wait and manually invite only a portion of job candidates to complete the PI later in the hiring process.This may occur after the initial pre-screen, but before any in-person interviews. This option is worth consideration if you prefer to be selective and only ask final candidates to undergo the assessment process; or, if your employment application is already quite lengthy at the beginning of the hiring process.

The Predictive Index® only allows one assessment per user per company. Once an assessment is sent to an applicant in your ATS, then all job applications by that applicant will share the same assessment status and results.

How Does the HireCentric ATS and PI Assessment Integration Work?

Employment Application

Let’s take a closer look at what your applicants experience if you utilize the point of application option to present an invitation at the end of your employment application questions. In the following image, you see a glimpse of the mobile-responsive employment application that job applicants would complete just prior to starting the PI assessment.

Submit Application HireCentric | ExactHire

As you can see, questions are organized by category and navigable via the ribbon down the left side of the application. Question sections may be customized per organization and per job category within an organization. HireCentric applicant tracking software also has an option for a two-step application. Since this applicant has already completed all sections of the application, the next step is to select the “Submit” button.

Then, the applicant is presented with confirmation that the application questions are complete. The text at the top of the following image may be customized.

Start Predictive Index Assessment | HireCentric

The next step for the candidate is to start the assessment by clicking the button on the lower half of the screen. Once the applicant clicks the “Start” button, a new window will prompt the applicant to follow a link at the completion of an application.

PI Login Screen HireCentric | ExactHire

In the above image, you can see that the applicant’s name and email have “followed” him to The Predictive Index® site from the HireCentric ATS employment application. This means your candidate won’t have to re-enter this information to take the assessment–creating a more streamlined and positive application experience.

Manual Email Invitation

Now, take a look at the workflow for the other assessment invitation option. An Administrator or Manager-level user may easily manually send an assessment later in the hiring process by accessing an applicant’s record within HireCentric and clicking on the “Integrations” tab.

Integration Tab HireCentric Applicant Tracking

Within the Integrations tab, you may click on the view button, and then a new tab will open within the browser to reveal this dashboard, where you may manually launch the assessment email invitation to the candidate by clicking the “Send Assessment” button.

View Button HireCentric Applicant TrackingSend Assessment from HireCentric ATS

Then, you may view the status of an applicant’s assessment by visiting the PI dashboard within HireCentric. This is located in an applicant’s profile in the “Integrations” tab.
In this image, note that the assessment has already been sent (as in the case of a manual invitation), but is not yet complete.

Pending Assessment HireCentric ATS | ExactHire

Once a candidate’s results are in, you may view them in the PI Dashboard within HireCentric. PI Patterns and Placards can be viewed within the ATS using the buttons indicated in this screenshot. For a deeper dive, the “View Report” and “View Profile” links will open a new tab and take you to the login page of your own PI portal.

Result Buttons PI ExactHire ATS

What Do Assessment Results Look Like Within the ATS?

Here’s a look at how the PI patterns populate within the dashboard area within the HireCentric applicant tracking system when you select one of the buttons.

PI Results Within HireCentric ATS

At the bottom of each pattern, a link allows you to open a pattern in a new tab where you may print or save the pattern. HireCentric’s integration with PI saves you the time it would otherwise take to log into a separate portal to review assessment results. This is critical when you have many jobs open and are screening multiple candidates. Plus, HireCentric’s interface is easy to understand, so you can find the results for various applicants in a cinch.

PI Plan Considerations

There are two plan options available from The Predictive Index®–Enterprise and Professional. While both plans offer unlimited usage of the assessment tool, in order to take advantage of the full integration between PI and HireCentric, your organization needs to use the Enterprise plan. This more flexible option allows the candidate’s results to flow back into the applicant tracking software thanks to the open API access which supports full software integration.

However, if your organization currently uses the Professional Plan instead, you may still include a link to invite candidates to complete the PI on the thank you page of your employment application. However, the results will not be visible within HireCentric. Additionally, the invitation link would have to be present on every application on every job listing. Unlike the Enterprise plan option, you cannot turn it on or off per job listing or application version.

You may also still use the manual email invitation option on the Professional plan. But again, results will not flow back into the applicant tracking system. Results would have to be reviewed within the PI portal only.

A Return on Your Investment

Take advantage of the integration between HireCentric applicant tracking system and PI to mitigate pain inflamed by

  • narrow staff bandwidth,
  • software application silos, and
  • no time to learn complex user interfaces.

HireCentric streamlines the invitation process for multiple job candidates, allows information to flow to and from the PI portal, and is easy to learn and use. And, HireCentric ATS is priced just right for small- and medium-sized employers with access fees starting at $120/month. The exact pricing for your organization would be determined by your number of current employees and how many employees you hire each year.

Explore Assessments

To learn more about assessments available from The Predictive Index®, contact our partner, ADVISA; or, connect with ExactHire and we’ll be happy to make an introduction.

Watch Assessment Integration Webinar | ExactHire

How to Automate Workflow Within Employee Onboarding Software [VIDEO]

While web-based solutions that can automate new hire employment forms and documents do exist, very few solutions also empower employers to customize their onboarding software platform to automate all the new hire and existing employee tasks associated with a robust employee onboarding process. The ability to automate workflow is one of the core strengths of the OnboardCentric employee onboarding solution. Two features that are key factors in the ability to accommodate unique client workflows are FlexFields and Roles.

OnboardCentric FlexFields Roles Video

FlexFields at work

FlexFields, as the name implies, are flexible, multiple-choice data fields that store unique information about each employee within an organization. These fields are customized on a per client basis. Examples of different FlexFields might include individual employee attributes such as

  • division,
  • department,
  • exemption status or pay type, and
  • employee level.

The values selected for FlexFields on an employee record drive two primary outcomes within OnboardCentric:

  1. tasks assigned to the new hire, and
  2. follow up tasks assigned to an internal staff member.

New hire tasks

Let’s talk about new hire tasks. We’ll group them into two categories:

  1. tasks assigned to every new hire, and
  2. tasks assigned only to certain new hires.

Tasks assigned to every new hire tend to include the completion of required federal forms such as the I-9 and W4, state tax forms, and policies and procedures specific to a given organization. Please note that FlexFields do not impact those forms or documents assigned to all employees.

However, FlexFields are involved for tasks related to forms and documents that only a subset of employees are required to complete. In fact, the criteria that define this subset of employees are determined by the values of one or more FlexFields.

For example, if new hires in the Compliance Division should be assigned items that other new hires outside the Compliance Division should not be assigned, then “Division” would be setup as a FlexField. Likewise, if new hires at the Executive Level are assigned items that hires at other levels aren’t assigned, then “Employee Level” would be setup as a FlexField. To determine the FlexFields necessary for your business, create a list of all the attributes that differentiate one group’s employee onboarding tasks from another group’s tasks.

Once your FlexFields are created, they’ll be visible as drop-down boxes for each new employee you add to OnboardCentric.

Using the previous examples, there would be a FlexField for “Division” that might have values of “Compliance”, “Information Technology”, “Manufacturing”, and “Marketing.” If “Compliance” is selected, that new hire will be assigned extra tasks that new hires in the other divisions will not. Similarly, there would be a FlexField entitled “Employee Level” that might have values of “Associate”, “Executive”, “Manager”, and “Staff.” If “Executive” is selected, that new hire will have additional tasks that new hires with other values for that field will not.

Roles for existing employees

Next, let’s talk about how Roles work within OnboardCentric.

Think of Roles as the acting parts your existing staff members play in the onboarding process. You may have as few or as many Roles as necessary to handle any follow up actions that must be completed by your staff. These follow ups will always be triggered by a task completed by a new hire.

For instance, once a new hire completes his portion of the I-9 form, that will trigger a follow up for someone within your organization to verify/approve that I-9 form on behalf of the organization. Typically this Role is referred to as an “I-9 Approver.”

Other common examples of Roles include “Countersigner”, “Equipment Provisioner”, or “License Certifier.” In each of these examples, the Role name used may be anything that makes sense within your organization. Instead of “Equipment Provisioner,” you may choose to call that Role “Supply Orderer.” The key point to understand is that the Role refers only to what type of follow up actions you’ll want that person to perform within the OnboardCentric platform.

Accommodating people with similar tasks

The intersection of FlexFields and Roles occurs in situations where you have more than one staff member performing a given type of Role. For example, let’s assume that you have four different staff members who each have the Role of I-9 Approver.

In this scenario, the FlexField values you assign to a given new hire will then be used to determine which of the four I-9 Approvers will be assigned that follow up task once the new hire completes his portion of the I-9.

FlexFields and Roles allow OnboardCentric to accommodate almost any type of workflow necessary for the unique needs of your organization’s onboarding process. We encourage you to take advantage of these capabilities so that you may maximize your onboarding efficiency.


Get started on the path to better onboarding.

Contact ExactHire to learn more about OnboardCentric employee onboarding software.


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