Creating an Employee from an Applicant

If your agency has decided to hire an applicant, you can automatically copy the information from the applicant to create an employee.

Note: In order to create an employee from an applicant, users need at a minimum security permissions to change applicants, to add employees and be part of a security group that is tied to the create applicant object role.

To create an employee from an applicant:

Select Employee Care from the menu and then select Applicants from the Applicant Management card.
Select the applicant's card.
Complete the fields on the Employment Information card as desired.
- Position Hired For: If this employee is filling a position in the Position tree, select the open position.
- Job Title Hired For: If a position is selected above, the job title must be selected in the position type associated with the position.
- Hire Date
Select Save.
If this applicant has a corresponding application, switch to the Applications tab.
Open the application for the position hired for and select Offer Accepted.
Select the X in the upper-right corner to close the application.
Select Create Employee.
The Create Employee screen will open and will be prefilled with the job title and hire date (if not using Employment Tracking) you entered in the applicant.
If you have licensed Payroll, you must select a Payroll Group.
Note: If Employment Tracking is enabled, you will not be prompted to enter a Job Title or Hire Date. The Job Title and Hire Date will be entered when you run the Employment Tracking Wizard.
Select Save.
The Employee screen will open with information from the applicant prefilled:
- Name (First, Middle, Last, Suffix and Nickname)
- Address, City, State, Zip, County
- Phone Numbers
- Email Addresses
- Race
- Ethnicity
- Sex
- Gender Identity
- Preferred Pronouns
- Disability Status
- Veteran Status
- Education
- Job Title (if not using Employment Tracking)
- Hire Date (if not using Employment Tracking)
Complete any additional information needed about the employee and select Save.
Note: Make sure you select Use Position Management, if you want to run the Employment Tracking Wizard or use Basic Position Tracking for this employee.