DocumentationHiring and offers
New hires
Add a new hire, follow them through each lifecycle status, edit their details, change a start date safely and cancel a hiring record when someone will not join.
Documentation (17)
The new-hire record is the centre of DayOneFlow: the offer, the portal, the onboarding journey, check-ins and probation all belong to it. HR and admins create and edit records; managers see the records where they are the manager.
Add a new hire
Go to New Hires and choose Add new hire. The form has three parts:
| Part | Fields |
|---|---|
| Person | First name and last name (required), preferred name, personal email (required — used for the offer and the portal, visible to HR only) and mobile. |
| Role | Job title and employment type (required: Full-time, Part-time, Fixed-term, Temporary, Internship or Contractor), work arrangement (On-site, Hybrid or Remote), employee ID (optional until joining), department, location and manager. |
| Dates | Start date (required) and probation end date. Shortcuts fill in 3, 6 or 12 months; leave it empty when there is no probation period. |
Choose Create new hire. The record starts as Selected, and the page suggests the next step: preparing their offer.
The new hire’s page
The top of the page shows the name, job title, status, start date with a countdown, manager and location, and the journey — Offer → Preboarding → Join → Onboarding → Probation → Confirmation — with the current stage marked. Below it are the tabs:
| Tab | What it holds |
|---|---|
| Overview | Role and dates, contact details and Details from the new hire (HR only), Joining readiness, Verification (HR only), the New-hire portal card and, once they start, Staff account. |
| Offer | Offer versions, sending and the candidate’s decision (HR and admins). |
| Tasks | The onboarding journey: every task by stage, with owners and due dates. |
| Documents | Each document step with the new hire’s files and HR’s check, and documents HR added (HR and admins). |
| Reviews | Check-ins with their due dates and reviewers. |
| Probation | Dates, the final review, decisions and the confirmation letter. |
| Activity | The audit timeline (HR and admins) and the status history. |
Statuses
You never pick a status from a list. It changes when something happens — an offer is sent, a candidate accepts, the first day arrives — and every change is recorded in the status history.
| Status | Means | Moves on when |
|---|---|---|
| Selected | You have decided to hire this person. | An offer draft is started. |
| Offer draft | An offer is being prepared, or the candidate asked for changes. | The offer is sent. |
| Offer sent | The candidate has the offer. | They accept, decline or ask for changes. |
| Offer accepted | The candidate accepted. | The onboarding journey starts. |
| Preboarding | Tasks before the first day are under way. | HR marks the new hire ready, or the start date arrives. |
| Ready to join | HR confirmed they are ready for day one. | The start date arrives. |
| Onboarding | They have started. | The first week has passed (with a probation period), or an outcome is recorded. |
| Probation | Their probation is running. | An outcome is recorded. |
| Confirmed | Employment confirmed; the journey is complete. | Final. |
| Ended | Employment ended after the start date. | Final. |
| Cancelled | Hiring stopped before the first day: declined, withdrawn or cancelled. | Final. |
The first day and the end of the first week are applied automatically, using your organization’s time zone.
Find new hires
The New hires list can be searched by name or job title (HR can also search by personal email), filtered by Show, Status, Manager, Department, Location and start dates, and sorted by start date, last name or recently added. Show offers the same focused lists as the Overview, such as Joining in the next 7 days or Readiness blockers.
Edit details
Choose Edit on the new hire’s page, make your changes and choose Save changes. Changing the manager moves the open manager tasks to the new manager. From the first day, the probation end date changes only through a probation decision.
Change a start date
Start dates move, and tasks should move with them — but never blindly. Until the first day:
- Choose Edit, then Change start date.
- Enter the New start date. With a probation period, choose what happens to its end: Move it by the same number of days (recommended), keep it, or Choose a new date.
- Choose Preview change. The preview shows the old and new dates, every open task that moves (and any that would be overdue after the change), tasks kept because their due date was set by hand, readiness after the change, and notices — for example that an offer still waiting for the candidate shows the old date.
- Choose Apply change. If anything changed since the preview, nothing is saved and you get a fresh preview.
Completed and skipped tasks keep their dates, and tasks due relative to offer acceptance never move. An accepted offer letter keeps the date it was accepted with. The owners of moved tasks are notified.
Cancel a hiring record
If the role is withdrawn or the person will not join, choose Edit, go to Cancel hiring, choose Cancel this hiring record…, give a Reason (required) and confirm with Cancel hiring record. This is possible until the first day. Open offer versions are withdrawn, the portal link stops working, and the journey and its open tasks are cancelled. The record stays for history; a later rehire starts a new record. When a candidate declines their offer, the record is cancelled automatically.