Onboarding

Convert a hired candidate into an employee with a guided workflow that creates their record, transfers licenses, and assigns an onboarding checklist.

The conversion workflow

When a candidate reaches the Accepted stage (or any stage prior to conversion), you can convert them to an employee.

Starting the conversion

1. Open the candidate’s detail page.
2. Click Convert to Employee.
3. You will be taken to the conversion form.

Conversion form fields

The conversion form is pre-filled with data from the candidate record. Review and adjust as needed.

Employee information

Field	Required	Pre-filled from	Description
First Name	Yes	Candidate first name	The employee’s legal first name
Last Name	Yes	Candidate last name	The employee’s legal last name
Email	No	Candidate email	Work email address for the employee
Branch	No	Candidate target branch	The branch the employee will be assigned to
Tax Classification	No	—	W-2 or 1099 classification
Start Date	No	—	The employee’s start date
Roles	Yes	Candidate desired role	One or more roles for the employee. At least one role is required.

Available roles:

Role
Loan Officer
Loan Officer Assistant
Processor
Contractor
Branch Manager

Onboarding checklist

If your company has task templates configured, you can optionally select one to generate an onboarding checklist for the new employee.

Field	Required	Description
Onboarding Checklist Template	No	Select a task template to generate an onboarding checklist. Select “None” to skip.

When a template is selected, the system creates a task checklist with all of the template’s items. Each task’s due date is calculated from the employee’s start date plus the item’s due-days offset defined in the template.

What happens when you submit

The conversion process performs the following steps in a single transaction:

1. Employee record is created with the information from the form.
2. State licenses are copied from the candidate to the employee, preserving state, license number, and expiration date.
3. Candidate stage is updated to Hired automatically.
4. Onboarding checklist is created (if a template was selected) with tasks and due dates.
5. A note is added to the candidate’s notes timeline recording the conversion event.
6. You are redirected to the new employee’s detail page.

What data carries over

The following data is transferred from the candidate to the employee:

Candidate field	Employee field	Notes
First name	First name	Editable during conversion
Last name	Last name	Editable during conversion
Email	Email	Editable during conversion
NMLS	NMLS	Copied automatically
Target branch	Branch	Editable during conversion
Desired role	Roles	Editable during conversion; can select multiple roles
State licenses	State licenses	All licenses copied automatically with state, number, and expiration

The following candidate data is not copied to the employee but remains on the candidate record for reference:

• Phone number
• Current employer
• Source and source detail
• Production history (average monthly volume and units)
• All notes

Post-hire setup steps

After conversion, the new employee typically needs additional setup before they are fully operational.

Typical post-hire tasks

These tasks may be included in your onboarding checklist template or handled manually:

1. Set up system access — Create login credentials and assign permissions.
2. Commission template assignment — Assign the appropriate commission plan to the employee.
3. Branch configuration — Confirm branch assignment and reporting structure.
4. Lender access — Set up accounts with wholesale lenders.
5. LOS onboarding — Configure the employee in your Loan Origination System (Encompass, Arive, etc.).
6. Compliance training — Complete required regulatory training.
7. State license verification — Verify that all state licenses are current and properly recorded.
8. Equipment and email setup — Provide necessary hardware, software, and email accounts.
9. Introduction — Introduce the new hire to the team and assign a mentor if applicable.
10. Mark setup complete — Update the employee’s setup status once all steps are done.

Onboarding dashboard

The onboarding dashboard provides a view of all employees who have not yet completed setup.

Accessing the dashboard

Go to Recruiting > Onboarding in the sidebar.

What the dashboard shows

For each employee in the onboarding process:

Column	Description
Name	Employee first and last name
Email	Employee email address
Roles	Assigned roles
Branch	Assigned branch
Start Date	Employee start date
Checklists	Onboarding checklists assigned, with task counts
Progress	Percentage of completed tasks across all checklists

Tracking progress

If an onboarding checklist was created during conversion, the dashboard shows real-time progress:

• Total tasks across all checklists
• Completed tasks that have been marked done
• Progress percentage displayed as a visual indicator

Clicking on an employee’s name takes you to their employee detail page, where you can view and manage their checklists and tasks directly.

Preventing duplicate conversions

A candidate can only be converted to an employee once. If the candidate has already been converted, the conversion button is disabled and a link to the existing employee record is shown. This prevents accidental duplicate employee records.