Create a new person and job from a Talent job offer

Follow this guide to send a job offer in Humanforce Talent that automatically creates a person and job record in Humanforce HR when the candidate accepts.

This feature is currently available to selected customers as part of an early access programme. Humanforce will continue to refine and expand availability, with general availability coming soon.

Part 1: Send the job offer in Humanforce Talent

1. Open the job in Humanforce Talent and select the candidate you want to make an offer to.

2. To create an Offline Offer and immediately create the candidate and job records in Humanforce HR, select the Status and choose Offer Accepted, then select Next to proceed to the Setup Offer form.

   • Alternatively, to send an Online Offer, select the Status and choose Offer Pending, then select Next to progress to the Offer Creation and Approval flow. Select the Offer Template, set the Offer Contact and Offer Signatory as required, and then complete the Offer Form.

3. Under Humanforce HR Profile, the field will default to New Humanforce HR Profile to create a new person record in Humanforce HR.

   • If this is an internal candidate, select New Humanforce HR Profile and enter the candidate's Humanforce HR ID to update their job in Humanforce HR. Follow the directions in Send a job offer to an internal candidate to understand internal candidate job changes.

4. Complete the required job details:

   • Position Title - select from the dropdown.

   • Start Date - enter the candidate's proposed start date.

   • End Date - enter an end date if this is a fixed-term role.

   • Business Entity - select the entity the role sits under.

   • Business Unit - select the team or division.

   • Work Location - search for and select the candidate's work location.

   • Employment Condition - select No Employment Condition if none applies, or search for the relevant award or agreement.

   • Pay Grade - select the applicable pay grade. If this is attached to an Employment Condition in HR, only the relevant Pay Grades will appear.

   • Work Type - select the employment classification (for example, Permanent or Casual).

   • Work Class - select the employment class (for example, Full Time or Part Time).

   • Full Time Equivalent (FTE) - enter the FTE value. Values of 0-5 are accepted.

   • Remuneration Schedule Type - select Annual Salary or Hourly Rate.

   • Remuneration - enter the base annual salary or base hourly rate amount.

   • Pay Cycle - select how frequently the employee is paid.

   • Hours Per Pay Cycle - enter the contracted hours per pay period.

   • Hiring Manager / Supervisor - search for and select the employee's direct manager.

5. Optionally, to automate HR onboarding processes, select a:

   • Contract Template - automate contract issuing once the person and job are created successfully. The contract will be issued immediately to the first signer, or created as a Draft in Humanforce HR if there is a contract value, signer, or viewer that must be resolved manually in Humanforce HR.

   • HR Workflow - automate scheduling the onboarding workflow once the contract is fully signed.

6. Select Save Offer.

   • For Offline Offers, the Offer Card will be created, and will trigger Humanforce HR to create the necessary records.

   • For Online Offers, review and update the Offer Letter if required, then select Next. Select Request Approvals to send the Offer Details out for approval before issuing to the candidate, or select Approve Now to bypass approvals. Once approvals are received or have been bypassed, enter the Message to accompany the Offer Letter, and select Send Offer. The Offer will be sent to the candidate, and the candidate's status will be updated to Offer Sent. Once the candidate has accepted the offer, the status will update to Offer Accepted, which will trigger Humanforce HR to create the necessary records.

The offer will immediately appear in the candidate's activity timeline, and an HR ID will appear on their profile.

Part 2: View the new record in Humanforce HR

When the candidate accepts the offer, Humanforce HR automatically creates their person and job record using the details submitted in the offer form.

1. Navigate to Humanforce HR directly, or by selecting the Humanforce HR ID on the candidate's Talent profile.

2. Open the employee's profile to review the record. A person created through the integration will show an Upcoming Staff status if their start date has not yet passed.

3. Review the Profile, Job, Contracts, and Documents tabs to confirm the details transferred correctly from the offer form.

The person and job record are created in Humanforce HR using the values you entered in the Setup Offer form. Humanforce HR is the system of record going forward. Any further changes to remuneration, work type, or other job fields should be made in HR, not in Talent.

Additional information

• Required fields in the Setup Offer form are marked with an asterisk (*). The offer cannot be saved until all required fields are completed.

• If required data is missing or invalid when the offer is accepted, the person and job records will not be created, and an error is logged in Integration Central.

• Humanforce HR is the source of truth for auxiliary data, including Position Titles, Business Entities, Locations, Employment Conditions, Pay Grades, Work Types, Work Classes, and Supervisors. These values are synced from HR and displayed in the Talent offer form for selection.

• Only one active offer per candidate can be processed through the integration at a time.

• Document transfer (CV, offer letter, and attachments) occurs automatically after the person and job records are created.

Users with limited access may not be able to view integration settings. Contact your administrator if access is restricted.