The new-hire portal

Candidates and new hires never need an account. Everything they do in DayOneFlow happens on their own portal, opened from a personal link in our emails. It is designed for phones first and only ever shows their own record.

The personal link

• One working link per person. Each email that carries a link — the offer, a new link from HR, the reminder before the start date, a probation extension — comes with a fresh link that replaces the previous one.
• Links expire. The link in an offer email works for at least 30 days, and longer when the accept-by date is further away (up to 180 days). Links in later emails work for 30 days.
• HR never sees the link. It only exists in the email. To give someone a new one, HR emails it (see below).
• It is personal. Anyone with the link can open that person’s portal, so it should not be forwarded.

What the new hire sees

Tasks in the portal

• Action, meeting and link tasks: Mark as done.
• Acknowledgements: tick “I have read and understood this”, then Confirm.
• Forms: submitting Your details completes them.
• Uploads: uploading a file on the task completes it; removing the last file reopens it. HR then checks the document: the step shows “HR will check it”, “Done, and checked by HR”, or HR’s message asking for a new copy — with an email linking straight to the step.
• Steps for the first day or later (Day 1, First week, Probation) show “From your first day” and open on the start date.

Your details (preboarding)

After accepting, the new hire fills in their legal and preferred name, phone number, home address and an emergency contact — and their date of birth only if you turned that on in Settings. There are no bank, tax or government ID fields in the form: documents such as a tax ID are uploaded on steps of the onboarding plan instead. They can Save for later and Submit when ready, and change their answers until their first day. HR and admins see the answers as Details from the new hire on the Overview tab; managers never do.

Documents

• New hires upload files on their upload tasks: PDF, PNG or JPEG, up to 10 MB each and 5 per task. The type is checked from the file’s content, not its name, and PDFs containing scripts or embedded files are refused.
• They can upload to an open step while their onboarding runs — also after the first day, for a document that arrives late — and remove their own files until their first day, unless HR has accepted the step.
• HR checks every upload: Accept, or Ask for a new copy… with a message the new hire sees on the step. See Tasks.
• HR and admins see every document on the new hire’s Documents tab and can add their own: choose a Category and a File, then Upload document. Documents HR adds stay internal.
• Managers and members never see documents, even for their own new hires.

Managing the link

From the offer onwards, HR and admins see a New-hire portal card on the new hire’s Overview tab: whether the link works, until when, and when it was last opened.

• Email a new link sends a fresh link to the new hire’s personal email. The current link keeps working until that email goes out, then stops.
• Revoke link, then Revoke now, stops the current link at once. Use it for a forwarded or compromised link, then email a new one.

When a link doesn’t open

The portal explains the problem without naming your organization:

After the outcome

A confirmed employee keeps their portal and, if you allow it, can download their confirmation letter there. When employment ends or a hiring record is cancelled, the link closes.