New User Onboarding Checklist

1. Add users to your account.

  • You can add users to your account under Company Settings.
  • You can give your users different roles (admin, regular, restricted). You can also customize the permissions for users if you would like.

2. Add a new Position.

3. Add a new Location.

  • You can add a new Location from the Locations page (accessed via the Jobs menu).

4. Add a new Opening.

  • You can add a new Opening from the Openings page (accessed via the Jobs menu).

5. Construct the workflow for your Opening.

  • Your workflow is comprised of different types of stages.
  • You will see a few default stages in your Workflow Editor: Application Form, Approved, Rejected, and On Hold.
  • The flow starts from the top and ends at the bottom, so you'll want to add stages in between the Application Form (beginning) and Approved/Rejected/On Hold (end).
  • We recommend preparing an outline or flow chart of your desired screening process, and then adding stages as you see fit. For example, if your screening process is 1) application form 2) manual review 3) video interview 4) questionnaire 5) in-person interview 6) approved/rejected, then your workflow would look like this:
  • To further automate your workflow, use rule stages; rules place applicants into different stages based on how they've answered questions in your application/data collection form, their background check status, etc.

5. Enable SMS messages.

  • We've found that, on average, accounts that use SMS messages to communicate with applicants see a reduced time to hire by 7 days vs. accounts that do not use SMS.
  • To enable SMS, navigate to your Company Settings and follow these instructions.

6. Add customized messages to each stage in the workflow.

  • Each stage has a set of automated messages (email and/or SMS) that send out to applicants based on varying triggers. You can add messages one of two ways:
    • Add the email/SMS message right to the stage's message.
    • Add and apply a Message Template.
      • Message Templates makes it easy to apply mass changes across positions and is much more scalable.
      • Note that there are different Message Template types, and each type corresponds to a type of stage or area in Fountain.

7. Set up your integrations.

  • Fountain offers integrations with a number of different background check and learning management system providers. Click here to see step-by-step instructions for every integration we offer.
  • If you would like to be introduced to any of our partners, please contact

8. Add availability to the Calendar.

  • If you're using a Scheduler Stage in your workflow, you'll want to add availability to the calendar so that applicants can book sessions. But first, you'll first need to integrate your Google or Outlook Calendar.
  • Once you have connected your Google or Outlook calendar, navigate to Sessions --> Calendar Availability to start adding availability.

9. Customize the look and feel of your application form and Applicant Portal.

10. Preview/Test out your completed workflow.

  • Send through a few test applicants using the Opening's application form to get a feel of what the experience is like for a user versus an applicant. Click here for step-by-step instructions.

11. Import existing applicants/workers into your position.

  • If you have a long list of existing applicants or workers you'd like to add to your position, you can use a .csv to import them into a specified stage.
  • Otherwise, you can add new or existing applicants/workers manually one-by-one via the "Add applicant" button found above the Applicant Table:

If you have any further questions regarding this, please feel free to send us an email at

Was this article helpful?
0 out of 0 found this helpful



Please sign in to leave a comment.