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Onboarding is the checklist of things that have to happen for a new joiner before and around their first day — collecting documents, signing the appointment letter, setting up IT accounts, arranging a desk, an induction, and so on. In Hitaji 360 an onboarding is a live instance of one of those checklists, attached to a specific employee, that HR and others work through and tick off. You rarely build an onboarding by hand. Instead you keep a few reusable onboarding templates (see Onboarding templates) and instantiate one against a new employee. That copies the template’s activities onto the employee, dates each one, and gives you a progress tracker. This page covers the onboarding instance — what it shows, who does what, and how it completes. You’ll find this at: /hr/onboardings/:id
You usually reach an onboarding from the Onboarding tab on an employee’s profile (/hr/employees/:id), or it is created automatically when a job offer is accepted (see below).
📷 Screenshot: an employee onboarding detail page with the progress bar and the activity checklist — to be added.

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Before you start

  • Which business am I in? An onboarding belongs to a single business. If you run more than one business, confirm the business switcher at the top of the app is set correctly before instantiating — an onboarding created in the wrong business is invisible to HR working in the right one, and the system will refuse to let someone in another business open or edit it (you’ll get a “not found”).
  • One active onboarding per employee. An employee can only have one onboarding running at a time. If you try to start a second while one is still In Progress, the system returns the existing one rather than creating a duplicate.

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The onboarding lifecycle (statuses)

Each onboarding carries a status: Two things happen automatically:
  • When the last outstanding activity is ticked off (everything is Completed or Skipped), the onboarding flips to Completed and records the completion time for you.
  • If you re-open a completed activity while the onboarding is Completed, it drops back to In Progress and clears the completion time.

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The activity checklist

The body of an onboarding is its list of activities (the individual tasks). Each row shows:
Who is “assigned”? At the moment an onboarding is instantiated, activities carry only a role (HR/Manager/Employee/IT), not a named person. You can attach a specific assignee to any activity afterwards on this page.

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Ticking activities off

Mark an activity Completed to record who completed it and when. Re-opening it (back to Pending) clears those stamps. You can also mark an activity Skipped if it doesn’t apply — skipped activities still count as “done” for completion purposes, so an onboarding with skipped items can still reach Completed. The progress indicator at the top is simply done ÷ total, where “done” counts both Completed and Skipped activities.

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Where onboardings come from

There are two ways an onboarding starts:
  1. Manually, from a template. On the employee’s Onboarding tab, choose to start a new onboarding, pick a template (only active templates appear) and an optional start date (defaults to today). The template’s activities are copied onto the new onboarding and dated from the start date.
  2. Automatically, on job-offer acceptance. When a candidate accepts a job offer, Hitaji 360 fires off an onboarding for them using the business’s default onboarding template (the one marked default and active). This means a new hire often already has an onboarding waiting when HR opens their profile.
📷 Screenshot: the “start onboarding from template” dialog with the template picker and start date — to be added.

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Cancelling an onboarding

If a joiner falls through, cancel the onboarding. Cancelling sets it to Cancelled and marks every activity that wasn’t already Completed as Skipped (completed activities are left intact for the record). A cancelled onboarding can’t be edited afterwards.

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Notifications

⚠️ Current state: There is a “notify users by email” option when starting an onboarding, and the choice is saved, but no emails are actually sent yet. Activities only carry a role at instantiation (not a named recipient), so the system can’t yet resolve who to email. Treat task hand-offs as a manual conversation for now. (Flagged for the team.)

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Permissions

The pages themselves are reached behind the hr-employees:read route guard. Note that HR roles in practice hold the coarse hr:read / hr:write slugs above — that is what actually governs what you can do here.