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Features

Every step from offer to confirmed employee

DayOneFlow covers the whole new-hire lifecycle in one place: offers candidates accept online, preboarding with owned tasks, joining readiness, check-ins, and probation decisions on the record.

Request a demo Solutions by role
  1. Step 1: Selected
  2. Step 2: Offer
  3. Step 3: Accept
  4. Step 4: Preboard
  5. Step 5: Ready to join
  6. Step 6: Onboard
  7. Step 7: Review check-ins
  8. Step 8: Probation
  9. Outcome: Confirmed, or Extended, or Ended

The tour

Nine areas, one connected workflow

Each area hands over to the next: an accepted offer starts the onboarding journey, its tasks drive readiness, the first day starts probation, and the outcome closes the journey. Jump to any part.

Offers

Offers that can’t change after they’re sent

Prepare the offer letter from your template, check it against the new hire’s real details and send it. Every sent version is frozen — letter, terms and PDF — so what the candidate accepts is exactly what you sent.

  • Offer templates in a simple, safe text format with variables such as {{ candidate.firstName }} and {{ startDate }}, started from sample letters — full-time, part-time, fixed-term, internship, senior and shift-based roles — or duplicated from one you already use
  • A live preview with this new hire’s values, and a before-sending checklist for missing values, a past deadline and unsaved changes
  • Sending freezes the version: the letter, salary and deadline can never be edited afterwards — a change means a new version
  • A PDF of each sent version, rendered from the frozen copy, with the version number and a content fingerprint on every page
  • An optional accept-by date; once it has passed, the offer can’t be accepted and HR sees it as expired
  • Email delivery tracked on its own: emailed, waiting or failed, with Retry email and Resend email
Illustration with example data

Accept, request changes or decline

The candidate decides in their portal. A change request reaches HR as plain text; “Revise the offer” sends version 2, which replaces version 1.

Bound to the exact version

An acceptance records the offer version, the time, the portal link used and the version of the acknowledgement wording shown. Replaced or expired versions can’t be accepted.

An acknowledgement, not an e-signature

Accepting records the candidate’s acceptance and acknowledgement of the offer. DayOneFlow does not present it as an electronic signature.

Your signatory on every letter

Set the name, title and signature of the person who signs for your organization once. It is printed under every offer and confirmation letter and kept with each letter as sent — your signature block, not an electronic signature.

Salaries stay with HR

Only HR and organization admins see compensation. Managers see where the offer stands, and emails never contain the salary.

Candidate portal & preboarding

A private portal for every new hire — no account needed

Candidates open their offer from an email link and keep using the same portal until confirmation: their offer, tasks, details, check-ins and documents. It’s designed for phones first.

  • Home with a countdown to the first day, progress (“2 of 6 done”), the next steps and a simple journey timeline
  • “Your details”: legal and preferred name, phone, home address and an emergency contact — date of birth only if you switch it on
  • Save for later, submit when ready, and keep details up to date until the first day
  • Document uploads for PDF, PNG and JPEG files up to 10 MB, checked by their contents and scanned for viruses — then checked by HR, who can ask for a new copy with a message
  • Steps for the first day or later open on the start date; uploads stay open while onboarding runs, for documents that arrive late
  • “Need help?” shows the manager and your organization’s contact email; replies to your emails go there too
  • Plain language, large touch targets and every status in words — never colour alone
Illustration with example data

One working link per new hire

Each new link replaces the previous one. HR sees whether the link works, until when, and when it was last opened — never the link itself.

Revoke or email a new link

If a link is forwarded or lost, revoke it at once and email a fresh one to the new hire’s personal address.

Only their own information

The portal shows the new hire’s own tasks and details. Internal tasks, staff notes, review ratings and other people’s data never appear.

Minimal on purpose

No bank, tax or government ID fields in the form: the documents you need, such as the identity document or tax ID, are steps in your plan. You collect what the first day needs, and nothing more.

Onboarding journeys & tasks

Onboarding plans that become owned, dated tasks

Build reusable onboarding plans once. When a candidate accepts, DayOneFlow creates their journey automatically — every task with an owner and a due date, from preboarding to probation.

  • Stages for Preboarding, Day 1, First week and Probation
  • Task types: action, form, upload, acknowledgement, meeting, link and review
  • Done by the new hire, HR, the manager or a named colleague such as IT or facilities
  • Due dates anchored to offer acceptance, the start date or the probation end — any number of days before or after
  • Mark tasks as required, or as a critical blocker for the first day
  • Plans for everyone, a department, a location or a department at a location; the most specific plan is used
Illustration with example data

Versioned plans

Publishing a plan never changes journeys already under way: each journey keeps its own copy of the tasks. To change a plan, start a new draft.

Nothing silently dropped

A task without an owner — no manager yet, or someone who left — stays visible as unassigned for HR to reassign.

Start date changes, previewed

See exactly which open tasks move and which keep their dates before you apply a new start date. Completed work keeps its history.

Sample plans to start from

A standard plan of 22 common tasks — including the identity document, tax ID, experience letters and signed contract — and samples for office, remote, engineering, sales, intern or graduate, people-manager and frontline roles. Adapt one, or duplicate a plan you already have.

Joining readiness

Know who’s ready for day one — and what’s in the way

For every upcoming joiner, readiness shows how much of the required preboarding work is done and exactly what is blocking the first day. A high percentage can never hide a critical blocker.

  • The share of required pre-start tasks that are done, rounded down — 100% only when everything is done
  • A level in words: Not ready, At risk, On track or Ready
  • Critical blockers, overdue, unassigned and blocked tasks listed separately — and uploads waiting for HR’s check
  • Every item says what it is, who owns it, when it’s due and what resolves it
  • “Upcoming joiners needing attention” on the overview, earliest first day first
  • Mark ready to join in one click — or, with critical items still open, with a recorded reason
Illustration with example data

Blockers have owners

“No owner — HR to assign” counts as a problem in its own right, with the action that fixes it: assign a manager, or reassign the task.

Overrides on the record

Marking someone ready while critical items are open needs a reason, kept in the status history and the audit trail.

Optional work doesn’t inflate it

Optional and skipped tasks are left out of the percentage, and the card says how many optional tasks are still open.

Verification checks

Track background, employment, education and reference checks run with your provider — status only, never findings, for HR and admins only. A check needed before the first day blocks readiness until it is finished.

Reviews & check-ins

Check-ins on your schedule — never a fixed 30/60/90

Add review checkpoints to a plan at any offset: 30 days after the start, 14 days before the probation end, or whatever your process needs. Each becomes a review with a named reviewer and a due date.

  • Any number of check-ins at any date, from the plan or added by HR for one person
  • The reviewer is the manager (and follows manager changes), a named colleague or the HR team
  • A short form: summary, an optional 1–5 rating, strengths, concerns and next actions; save a draft, then submit
  • The new hire adds their own comment in the portal — and never sees the reviewer’s notes or rating
  • HR can reopen a submitted review or cancel one, with a reason
  • Reminders to the reviewer before the due date, and in the app if it’s late
Illustration with example data

Probation & confirmation

Probation with a deadline, a decision and a letter

From the first day, each new hire’s probation is its own record with a deadline everyone involved can see. Record the outcome — confirm, extend or end — and DayOneFlow keeps the history and produces the confirmation letter.

  • Starts automatically on the first day, by your organization’s calendar
  • The original end date never changes; extensions move the current end date later and are counted
  • Confirm: the journey completes and the confirmation letter PDF is created
  • Extend: a reason, improvement expectations and a new end date; tasks tied to the probation end move with it
  • End: closes the record and the new hire’s portal (DayOneFlow does not handle offboarding)
  • Reminders as the end date approaches, and when an outcome is overdue
Illustration with example data

History that can’t be rewritten

Every decision is kept, newest first. Decisions can’t be edited or deleted, and each hire has at most one final outcome.

A letter frozen at confirmation

Admins write the letter once for the organization. Confirming freezes that day’s text and details; later edits never change an issued letter.

You decide who decides

HR and admins record outcomes — and, if you switch it on, the new hire’s own manager can too.

The employee is told

Confirmations and extensions are emailed to the employee; showing the letter in their portal is your choice. Endings are communicated in person.

Notifications & email

Reminders that reach the right person, once

DayOneFlow tells people in the app and by email when something needs them, and reminds them before things are late — without daily nagging.

  • A notification center for every member, with unread counts and Mark all as read
  • Each reminder is sent once for the date it’s about; moving a date re-arms it
  • Reminders go out from 08:00 in your organization’s time zone
  • Emails say what happened and link to the app — no salaries and no form contents
  • Candidate and new-hire emails use your contact email as the reply-to address
  • The HR team hears about its own tasks and about uploaded documents to check — batched, not one email per file
  • Every email is tracked, and retried automatically after a temporary delivery failure
Illustration with example data

The reminder rules

Fixed, predictable rules, checked through the day in each organization’s time zone. Late work outside these windows shows on the dashboards instead of flooding inboxes.

  • Task due soon

    When: due today to 2 days ahead. To: the task’s owner — the HR team for HR tasks.

  • Task overdue

    When: 1 to 7 days late. To: the owner (by email only for critical tasks).

  • Escalation

    When: a critical task 2 to 14 days late. To: the HR team and the hire’s manager.

  • Start date approaching

    When: first day within 3 days. To: the manager, the HR team and the new hire.

  • Probation ending

    When: end date within 14 days. To: the HR team and the manager.

  • Probation outcome overdue

    When: end date passed, no outcome recorded. To: the HR team and the manager.

  • Review due

    When: due within 3 days, then if late. To: the reviewer.

  • Staff account

    When: first day without a staff account, then a week later. To: the HR team and admins.

Dashboards, reports & audit

See the whole pipeline — and show what happened

HR gets an operational overview, managers and colleagues get their own work, and every change is recorded in an audit trail you can filter and review.

  • HR overview: offers awaiting the candidate, joiners in the next 7 days, probation decisions due, critical blockers and overdue tasks — each count opens its list
  • “My work” for managers and colleagues: their new hires, upcoming starts, probation deadlines, reviews and tasks
  • Seven reports with CSV download: lifecycle pipeline, upcoming joiners, readiness blockers, overdue tasks by owner, offer status, probation deadlines and probation outcomes
  • Search and filter new hires, including readiness blockers and probation deadlines
  • An append-only audit trail of who did what and when — a colleague, the new hire through the portal, or DayOneFlow itself
  • Each new hire’s Activity tab shows their complete history
Illustration with example data

Exports that match the screen

The CSV is built by the same code as the page, with the same permissions. Spreadsheet formulas are neutralised and every export is recorded.

No free text in reports

Reports leave out salaries, personal contact details, notes and review text.

What changed, not the content

Audit events record field names, statuses and dates — never the salary, the answers in a form or document names.

Roles & permissions

Fixed roles, plus the relationship to each hire

Four clear roles and no permission editor to get wrong. Access also depends on the relationship to the new hire: being a manager isn’t enough to see someone else’s hire.

  • Invite colleagues by email; invitations are single-use and expire after 7 days
  • One person can belong to several organizations, with a role in each
  • Disabling a member removes their access immediately, and their open tasks go back to HR as unassigned
  • Staff sign in with email and password (with a verified email address) or, where enabled, with Google
  • A getting-started checklist: departments and locations, invite HR and managers, publish your onboarding plan, add your first new hire
  • Time zone, date format and default currency set per organization

  • Organization admin

    Everything HR can do, plus organization settings, members, invitations, departments and locations.

  • HR

    New hires, offers and salaries, templates, every task, documents, readiness, probation decisions, reports and the audit trail.

  • Manager

    Only the new hires they manage: their tasks, readiness, check-ins and probation. No salaries and no personal documents.

  • Member

    Only the tasks assigned to them — for example IT, facilities or the payroll contact — with just enough context to do them.

  • New hire (no account)

    Their own portal through a private link: their offer, tasks, details, check-ins and uploads. Nothing else.

Safeguards

Built for personal data from the start

New-hire records hold offers, salaries, addresses and identity documents. These protections are part of the product, not an add-on.

  • Separate data per organization

    Every record belongs to one organization, and automated tests try to reach another organization’s records for every kind of data.

  • Portal links built to be safe

    Long random links, stored only as a fingerprint, that expire and can be revoked. A link only ever opens its own new hire.

  • Private files

    Uploads and letters are stored privately and only downloaded after a permission check — never from a public address.

  • History that can’t be rewritten

    Sent offers, decisions and audit events are protected by the database itself, not only by the application.

Read about security

Focused on purpose

DayOneFlow starts when you’ve decided to hire someone and ends when probation has an outcome. It isn’t an applicant tracking system, payroll, an HR records system or a learning platform, and it works alongside the ones you already use. See Integrations and the Roadmap.

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