Frequently asked questions

DayOneFlow runs the new-hire journey from offer to confirmed employee: offers candidates accept online, preboarding tasks with clear owners, joining readiness, onboarding check-ins and the probation decision — in one workflow with a full audit trail.

It starts when you have decided to hire someone and ends when their probation has a recorded outcome: confirmed, extended (still in probation) or ended. Recruiting before the decision, and everything after confirmation, happens in your other tools.

No. DayOneFlow is not an applicant tracking system, an HR information system or a payroll, leave or performance-management tool, and it does not handle offboarding. It covers the stretch from offer to confirmation and works alongside the systems you already have.

HR and organization admins run the process; managers see and work on their own new hires; colleagues such as IT or facilities see only the tasks assigned to them. Candidates and new hires use a personal portal link — they don’t need an account. See Roles and permissions.

No. A manager only sees the new hires where they are set as the manager, and never sees offers, salaries, personal contact details or documents. Changing a new hire’s manager moves access at once.

Yes. A plan can apply to all new hires, a department, a location, or a department at a location; each new hire gets the most specific published plan. Plans are versioned, and publishing a new version never changes journeys that have already started.

No. You add as many check-ins as you like, each due a number of days relative to the start date or the end of probation. See Review check-ins.

No. Candidates and new hires open their own portal from a personal link in our emails. Each person has one working link at a time, it expires, and HR can revoke it or email a new one. See The new-hire portal.

No, and DayOneFlow never presents it as one. The candidate confirms an acceptance statement, and DayOneFlow records the acceptance against the exact offer version, with the time and the version of the wording shown. If you need a signed employment contract, handle it as a separate document — the sample plans ask the new hire to upload the signed copy. Your own letters can carry your organization’s signatory (name, title and signature), set once in Settings: that is your signature block, not an electronic signature.

No. Sending a revised version replaces the earlier one, and only the current version can be accepted — before its accept-by date has passed. A sent version can never be edited: any change becomes a new version.

HR opens the new hire’s page and chooses Email a new link on the New-hire portal card. The new link replaces the old one, so the candidate should use the most recent email.

Yes. The portal is designed for phones first, including accepting an offer and uploading documents, and there is nothing to install. DayOneFlow has no native mobile app; both the portal and the app for your team work in the browser.

PDF, PNG or JPEG files up to 10 MB, on the upload tasks in their plan — for example their identity document, tax ID, experience letters and signed contract. Every file is scanned for viruses, and HR checks each one: accepted, or a new copy asked for with a short message. Only HR and organization admins see documents — managers and other colleagues never do.

No. If you run background, employment, education or reference checks with a provider, HR can track their status next to the new hire — to start, in progress, verified, not verified, waived or not needed — and mark one as needed before the first day. DayOneFlow never stores what a check found; keep the provider’s report as a document. See Verification checks.

No. Emails say what happened and link to the app or the portal. Salaries, decline reasons, requests for changes and form answers stay behind sign-in or the personal link.

Every record belongs to one organization, and every page and action checks on the server that you are an active member with the right role and relationship to the record. A link to another organization’s record shows “not found”. More on our Security page.

HR and organization admins. Managers and other colleagues never see offers, salaries, personal contact details, preboarding answers or documents — not even for their own new hires.

Yes. Every meaningful change is recorded at the moment it happens and cannot be edited or deleted from the application. The trail records what changed, not personal values or free text. See Audit trail.

HR and admins can download every report as a CSV file. For anything else — or to have your organization’s data deleted when you stop using DayOneFlow — contact us; the Privacy Policy and DPA describe how long data is kept.

No. DayOneFlow only uses the cookies needed to keep you signed in. Personal portal links work without cookies. See the Cookie Policy.

Your team signs in with an email address and password, or with Google where it is offered on the sign-in page. SAML single sign-on and SCIM provisioning are not available.

It’s free for the first 60 days, with every feature and no credit card. Pricing after the trial will be simple and affordable, and published on the pricing page. Questions? Email sales@dayoneflow.com.

You use DayOneFlow with real hires and tell us what works and what doesn’t. Before your first real offer, we go through your offer letter and confirmation letter templates with you, so the wording is reviewed by your own people and counsel. See Customers or get in touch.

Yes. Look around the live demo with read-only accounts, or start your free trial: sign up with Google, set up your organization and send a rehearsal offer to an internal mailbox. The tutorials walk you through it.

Not today. You add new hires directly in DayOneFlow, and reports download as CSV files. What we are considering next is on the Roadmap.