Within the Applicant Table, labels are useful indicators of the progress within a stage. All stages with automated actions have their own labels, and you can also add your own custom labels to track any manual progress. Want to add automated actions from outside of OnboardIQ? Our API allows you to manipulate labels, which can trigger stage changes.
Let's jump into different label types to understand what' going on. For stages with specific automated behavior, the labels are very specific:
All stages have an 'idle days' label that tells you how long an applicant has been idle within a specific position. This is useful in understanding when trigger messages and automatic move rules will execute.
In any stage, you can create your own labels to mark applicants with any applicable criteria (labels are kept from stage to stage). In Workflow Editor, you can also determine if the "completion" of a label triggers a move to the next stage. Because of this functionality and our API which allows you to update a label, external applications can advance applicants from one stage to the next in OnboardIQ.
To create a custom label, hover over your name at the top right of any OnboardIQ page and click on 'Company Settings.' From there, click on the 'Label' link in the left navigation bar to add your new custom label.
Once you create the label, you can see it in the applicant table, and clicking the label activates it to green:
To make a rule that if all labels are selected, move to the next stage, enable the option in the Workflow Editor:
Scheduler stages are used to manage the scheduling process with applicants. If your Workflow Editor settings have the scheduler message auto-sending when an applicant enters the stage, you'll immediately see the "Sent Scheduler" label applied to the applicant:
If you have not enabled the scheduler to send automatically, you will need to send the scheduler using the actions drop-down on the applicant.
To track the progress of the applicant in this stage, the initial state is 'Haven't scheduled', signifying that the applicant has yet to select as time slot. The grey color indicates that this label will 'light up' once the action has completed.
Once the action has been completed, you will see a blue label with the time and date of the scheduled slot:
If the appointment slot has passed (and you have taken no action to reject or move the applicant), the 'Past' label will appear to help you differentiate this applicant.
If the applicant has been advanced or moved to a different stage but still holds onto their scheduled slot, an 'Open Session' label will appear to call your attention. In actions, you can click 'Cancel Open Session' to allow other applicants to claim that time slot.
Data Collection Stage
The data collection stage, which allows you to collect additional data and collect documents from applicants. When an applicant is moved into this kind of stage, an email with a link to the data collection form is automatically sent to the applicant. At this point, the label will indicate that you are waiting for the applicant to complete the data collection.
When the applicant fills out the data collection form, and if auto-advance once completed is OFF, you will see the applicant remain in the Data Collection stage, with a green label indicating that the data collection is finished:
Background Check Stage
Background check stages have many options, and your labels will depend on when in the process you choose to collect consent to run the check.
If the background check consent process begins at the start of the Background Check Stage (as an alternative, you could include the link in any earlier step to collect consent earlier in the process) OnboardIQ will send the applicant an email asking them to consent to a background check. At this point, two labels will appear:
These two labels signify that the BGC consent email has yet to be opened, and that the BGC has not yet been run. When the applicant consents to the background check, the label will turn blue and display what kind of consent has been received (SSN, DL, or SSN + DL):
When you choose to run the background check (which you can also automate once consent is received), the blue label will either turn green or red depending on the results of the background check:
Clear means that the applicant's background raised no issues. In the Workflow Editor, you can automatically advance an applicant from a background check stage if they are clear. The label will remain with them throughout the workflow. Consider means that there is something in their background, and your judgement/policy will determine if they should make it to the next round. Suspended means that the applicant has submitted one or more pieces of information that is missing or incorrect, and Checkr needs additional documents or information in order to complete the report. In this case, the applicant will need to check his/her Checkr applicant portal to find out what is needed and how to submit the necessary documents to complete the report.
Learning stages, used for our integration with Lesson.ly, informs you that a Lesson request has been incomplete (the applicant has yet to start or hasn't finished) or completed. If the lesson is completed, it will either be green (passed) or pink (did not pass) and include the applicant's score.
If you have enabled an auto-advance from the completion of a lesson, you may not see 'Lesson completed' -- the applicant will auto-advance to the next stage. The threshold for 'passing' a lesson is determined by the lesson integration partner (Lesson.ly).
Document Signing Stage
Document signing stages, powered by our partners HelloSign and DocuSign, tell you when a document has been sent (and is unopened), has been opened and read by the applicant, and has been signed.