Offer-to-confirmation for HR teams
From offer to confirmed employee.
DayOneFlow runs every step between a candidate's “yes” and a confirmed employee — the offer, preboarding, joining readiness, onboarding check-ins and the probation decision — with clear owners and deadlines throughout.
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- Offers accepted online
- Blockers with named owners
- Probation decisions on record
Illustration with sample data: a new hire's overview in DayOneFlow. Jordan Avery is in preboarding. Joining readiness is 75 percent, 9 of 12 required tasks done, and the hire is marked Not ready because one critical item is open. Three items need attention, each with its owner and due date: identity documents (critical, the new hire), laptop and accounts (overdue, IT) and a building access badge (no owner yet, HR to assign).
The problem
The months between “yes” and “confirmed” run on email and spreadsheets
Hiring doesn't end when a candidate accepts. Until the person is confirmed, HR coordinates the candidate, the manager, IT, facilities and payroll contacts, usually with tools that were never built for it.
Offers live in email threads
Which version did the candidate accept, and when? The answer is buried in someone's inbox.
Preboarding lives in spreadsheets
HR chases IT, facilities and the manager one message at a time, and nobody sees the whole list.
Day one brings surprises
The missing laptop, badge or document turns up on the morning the new hire does.
Probation lives in a calendar
End dates slip past without a review, and nobody can show what was decided, or when.
DayOneFlow closes the gap: one record per new hire, from the offer to the probation outcome, with every task, owner and deadline in it.
The lifecycle
One lifecycle, from selected to confirmed
Every new hire moves through the same stages, each with its own tasks, owners and dates. The first day and the end of the first week move the record forward on their own, and every change is kept in the hire's history.
Selected
You decide to hire
Offer
From your template, in versions
Accept
Online, on the exact version
Preboard
Tasks for every owner
Ready to join
No critical blocker left
Onboard
Day one and the first week
Review checkpoints
Check-ins on the dates you set
Probation
A deadline with reminders
Confirmed, extended or ended
A recorded outcome
What sets DayOneFlow apart
Ready on day one. Decided by the deadline.
Two moments decide how a new hire's first months go: the first day, and the end of probation. DayOneFlow builds both into the product instead of leaving them to a checklist and a calendar reminder.
Joining readiness
Joining readiness with owned blockers
For every upcoming joiner, DayOneFlow shows how ready they are for the first day and exactly what is still in the way, so gaps are found the week before, not on the morning.
- Readiness counts the required tasks before the first day; optional tasks never inflate it.
- Every open item says what it is, who owns it, when it is due and what resolves it.
- One open critical item keeps a hire “Not ready”, whatever the percentage.
- Tasks with nobody to do them show as “No owner — HR to assign”, never silently dropped.
- Overdue critical tasks escalate to HR and the manager. Marking someone ready anyway needs a recorded reason.
Illustration with sample data: the list of upcoming joiners needing attention. Each joiner shows the start date, a readiness level in words and the percentage, and the open item that holds them back with its owner and due date. One joiner is 92 percent done and still marked Not ready, because a critical item is open.
Probation and confirmation
Probation and confirmation, built in
Probation is its own record, with a deadline that reminders and dashboards work towards. It ends with a decision on file, not a date that quietly passed.
- Starts automatically on the first day. The original end date is never overwritten.
- Check-ins on the dates you choose, with reminders for the reviewer.
- HR and the manager are reminded in the two weeks before the end date, and again if the decision is late.
- Confirm, extend with a new end date and clear expectations, or end. Every decision is recorded and audited.
- Confirming creates a confirmation letter from your template, frozen at that moment.
Illustration with sample data: Riley Chen's probation record. It started on 6 May; the original and current end date is 6 November, 13 days away, with no extensions. Two check-ins are submitted and the final probation review is open. HR records the outcome by choosing confirm, extend or end, and confirming creates the confirmation letter from the organization's template.
Training included
Onboarding training, built in
Eight ready-made courses, with no separate learning system to buy or connect. New hires take them in their first week, every staff member takes them too, and the results come back to DayOneFlow on their own.
The course library
Eight courses, about 30 minutes each
Each is a short lesson, then a quiz of 10 questions. People pass with 8 of 10 and have two attempts.
- Code of Conduct Training
- Workplace Rules Training
- Information Security Awareness
- Cybersecurity Awareness
- Data Privacy Training
- Workplace Harassment Prevention
- Anti-Bribery and Anti-Corruption Training
- Code of Ethics Training
- Every sample onboarding plan has the courses as first-week steps, and you can add them to any plan. New hires open them from their portal, with no extra password.
- Every staff member is asked to pass them within 30 days, with a welcome email, reminders and their own My Trainings page. Admins can switch this off.
- A pass completes the step on its own. If every attempt is used without a pass, HR is told and decides what happens next.
- The Training completion report shows who has passed and who is overdue, on screen or as a CSV file.
- DayOneFlow keeps the best score and the attempts used, never the answers.
The courses are general, for any workplace, and not legal advice: your own policies still apply. How Training works
Product
Everything between “yes” and “confirmed”
Each part of DayOneFlow does one job in the handover from candidate to employee, and every part works on the same new-hire record.
Offers with versions and online acceptance
Draft the offer from your template, send it, and revise it as a new version. The candidate accepts, declines or asks for changes online, and the acceptance is recorded against the exact version they saw, with a PDF of the letter.
Illustration with sample data: an offer with two versions. Version 2 was accepted online on 14 October with the acknowledgement recorded and a PDF letter. Version 1 is superseded after the candidate requested changes. Sent versions are locked.
A mobile-first portal for new hires
A secure personal link, with no account or password, for the offer, tasks, personal details, documents and check-ins, plus a countdown to the first day.
Illustration with sample data: the new hire's portal on a phone. It welcomes Jordan, counts down nine days to the first day, shows 4 of 6 tasks done and lists the next steps with due dates.
Onboarding plans and journeys
Reusable plans by department or location become tasks for HR, the manager, IT, facilities and the new hire, from before day one to the end of probation, each with a due date.
Check-ins at any date
Add as many check-ins as you need, on any date. Reviewers get reminders, and the new hire can add their own comment.
Reports and CSV exports
Upcoming joiners, readiness blockers, overdue tasks by owner, offer status, probation deadlines and outcomes: on screen or as a CSV file.
A complete audit trail
Offers, decisions, task changes, downloads and exports are recorded with who did what and when, in each new hire's activity history. Audit events cannot be edited or deleted.
Illustration with sample data: a new hire's activity history, listing what happened, who did it and when.
Who it's for
Built for everyone who touches a new hire
Each person sees the work that is theirs, not a menu of HR modules. Access follows the person's role and their relationship to the new hire.
HR and People Ops
Run every offer and every journey from one overview.
- Offers waiting for an answer
- Upcoming joiners needing attention
- Probation outcomes due
- Who has passed the required training
- Reports, exports and the audit trail
Hiring managers
See their own new hires, and only those.
- Tasks and check-ins waiting for them
- Readiness blockers they can resolve
- Probation deadlines for their team
IT, facilities and other task owners
Get just the tasks assigned to them, from laptops and access badges to payroll set-up.
- Due dates and reminders
- Start, finish or flag a blocked task
- The hire's name, role and start date, no personal details
New hires
Know what happens next, on their phone.
- Their offer, tasks and details behind one link
- A countdown to the first day
- Their onboarding courses
- Their check-ins with the manager
How it works
From first template to confirmed employee
Set it up once, then every new hire follows the same path.
Step 1: Set up your organization
Invite HR and managers, add departments and locations, and write your offer and onboarding templates.
Step 2: Send the offer
Create the new hire, prepare the offer from your template and send it. The candidate reviews it and responds on their phone.
Step 3: Prepare for day one
Acceptance starts the onboarding journey. Every owner gets their tasks, and readiness shows what still blocks the first day.
Step 4: Onboard and decide
Check-ins and probation reminders keep everyone on schedule until you confirm, extend or end probation.
Security and trust
Each organization's data stays its own
Offers, personal details and documents are sensitive. DayOneFlow checks access on every request and keeps a record of what happened.
Isolated per organization
Every record belongs to one organization. Access is checked on every request, by role and by relationship to the new hire.
Encrypted connections
Everything is served over HTTPS, and browsers are told to use nothing else.
Private file storage
Documents and letters are never publicly reachable. Every download is authorized and recorded.
Secure candidate links
Long random links, stored only as a hash. One working link per new hire, which HR can revoke.
Append-only audit trail
Who did what, and when. Audit events cannot be edited or deleted.
Backups, tested by restoring
Backup tooling for the database and files, with an encrypted off-server copy, tested in a restore drill. Running it daily on the production server is part of the pilot go-live.
FAQ
Questions we hear first
What DayOneFlow does, and what it deliberately leaves to the systems you already have.
Read all questionsIs DayOneFlow an ATS, an HRIS or a payroll system?
Does the candidate need an account or a password?
Is accepting an offer an electronic signature?
Do we have to follow a 30/60/90-day review plan?
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