What is it?
Fourth Onboarding is an additional API from Fourth which allows you to complete the candidate onboarding process in Fourth. This includes:
Completion of personal details, although some data will be passed over from Talos
Completion of DocuSign contracts
Providing references
Creating the employee with attached contracts and other documents, including RTW checks.
Note: The Fourth Onboarding API cannot be used concurrently with the Fourth Employee API.
Why use the Onboarding API?
To alleviate manual admin required once a candidate is submitted via the Fourth Employee API. With the Fourth Employee API, we cannot pass any documents to Fourth so the Onboarding Tool provides this functionality.
It ensures that once an employee is created in Fourth, all of their documents are already attached to payroll from the Fourth Onboarding process.
Functionality
UI
The Fourth Onboarding API can be utilised via the 'Fourth HR Integration' accordion for any candidate in a Offered or Hired progression stage.
The form is essentially the same but with the addition of Brand, fewer Employee Info fields and users will ONLY have the option to Send to Fourth. The user will not send the form to the candidate, because the candidate will complete any information in the Fourth Onboarding tool.
Once sent to the candidate, the process is passed over to them to complete and the user will not do anything further in Talos.
Validation/Automation
The Fourth Employee API allows clients to have certain types of validation and automation - not all of this is usable with the Onboarding API, and there re some conditions on how it can be used.
Validation/Automation | Available in Fourth Employee API? | Available in Onboarding API? |
Auto complete of Location, Division and Job Title | Yes - only when using the Fourth Importer | Yes - only when using the Fourth Importer |
Pre-onboarding checks to be completed prior to sending to Fourth | Yes | Yes, however only RTW can be set as pre-onboarding as DocuSign will be completed in Fourth. |
TrustID RTW expiry validation | Yes | Yes - this will ALWAYS be passed to Fourth, even if the user selects the wrong PoE. This will not be visible in the Fourths table as the expiry will be in Rachel’s code. |
Auto complete Fourth from DocuSign | Yes | No - candidates will complete contracts within Fourth rather than Talos, so this will never need to be set up. |
Candidate
Once a user has selected 'Send to Fourth' in the Fourth accordion, the candidate will receive a text containing a link to the Onboarding tool. From here, the candidate will complete any onboarding documents set up in Fourth.
We will pass over any immutable data (data fields as set in the ATS), and the candidate will be required to complete everything else such as NoK, Bank Details, etc.
They will also complete their contracts and provide any references if necessary.
Once the employee has completed all of the documents sent by Fourth, the status of the submission will update in the Talos accordion under the candidate's profile.