Set up pre-start onboarding access for new starters in Humanforce HR

Follow this guide to provide new starters with secure access to complete onboarding forms before their official start date in Humanforce HR. Pre-start onboarding uses a one-time password process that allows employees to enter personal information without full access to the platform.

Part 1: Set a custom activation date for platform access

1. When creating the employee’s user account, under User Account Activation Date, select Custom Date.

2. In the Custom Date field, enter the employee’s expected start date or any date you wish their full access to begin.
   

This step restricts platform access until the selected date, while still allowing onboarding access.

Part 2: Send the welcome email and set a password method

1. Tick Send Welcome Email.

2. Select a Password Method:

   • User sets password by email (recommended for pre-start access)

   • Manually set password

   • No password (for SSO configurations)

This triggers the User Welcome Pre-Start Email, which allows the employee to set up onboarding access using a one-time login code.

Part 3: Issue onboarding

1. On the onboarding step, set Issue an onboarding session to Yes.

2. Select the Onboarding Form Template that the employee should complete.

When submitted, onboarding will be issued, and the User Welcome Pre-Start Email will be sent immediately.

Part 4: Employee accesses onboarding using a one-time code

1. The employee receives a User Welcome Pre-Start Email containing a link to begin onboarding.
   

2. They click Start Onboarding, which opens the pre-start login page.

3. The employee enters the email address associated with their Humanforce HR profile.
   

4. A 6-digit one-time code is sent to their email inbox. This code:

   • Is valid for 5 minutes

   • Can be regenerated by re-entering their email on the Verify Email screen
     

5. Once the code is verified, the employee proceeds through the assigned onboarding steps.

You can monitor progress from People > Employee Profile > Onboarding or from People > Onboarding.

Additional information

• Login codes are not visible in the Email Log. You can confirm delivery, but not the content of the email.

• The one-time login ensures secure access before the employee's full platform permissions are enabled.