- Pre-boarding is everything between “yes” and the first day. The person is not yet an employee; they still sign in as an applicant.
- Onboarding starts once employment does. It is a checklist of things the organization must do.
Pre-boarding
The moment an application is marked hired, a pre-boarding journey starts. It is orchestrated by events rather than by someone remembering to click next: the orchestrator listens for personal-data submission, document uploads, and contract signature, and advances the journey itself.The journey
1
Welcome
The new hire receives a magic link to their portal. The link is long-lived by design — the
default onboarding link expiry is seven days (
ONBOARDING_LINK_EXPIRY_MINUTES) — because a new
hire’s first interaction should not be a expired-link error.2
Personalstammblatt
They complete the personal-data form: full identity, addresses, AHV number, bank details,
marital status and children, permit where applicable. This is the data payroll needs, collected
once, by the person who actually knows it.
3
Documents
They upload exactly the documents the position’s document matrix requires — ID, diplomas,
Privatauszug, Sonderprivatauszug for work with minors. The matrix is defined on the
position, so nobody has to remember what a given role needs.
4
Contract
The agreed terms captured at hire flow into a generated contract, which is sent for signature.
See Contracts.
5
Finalisation
When every blocking step is complete and the contract is signed, the journey finalises: the
draft employee is promoted to a real employee record with its first employment period.
The cockpit
HR works pre-boarding from a cockpit listing every in-flight journey, which step each is on, and what is blocking it. Steps can be resent, skipped where they are not blocking, or the whole journey cancelled.
Journey templates are
ADMIN-only, mirroring pipeline configuration: a template
change shapes every future hire’s journey.
Pre-boarding also covers re-hires and internal moves. Someone who already holds an
EMPLOYEE or
MANAGER role keeps it while pre-boarding into a new position — the self-service journey is gated
on audience, not on being an applicant.Onboarding
Once employment starts, the onboarding checklist runs. Unlike pre-boarding, this is work your organization does.Task templates
Checklists are seeded from onboarding task templates. Each template carries a title, a description, a category, and a sort order — and, crucially, match rules:
So a “Sonderprivatauszug on file” task attaches to teaching roles and a “workshop
safety briefing” to a caretaker, without anyone curating a per-hire list.
Categories are
IT_SETUP, HR_ADMIN, TEAM_INTRO, TRAINING, COMPLIANCE,
INTEGRATION and OTHER.
Seeded tasks get an assignee and a due date on the actual plan, and move through a
status from pending to complete. Overdue documents are chased by a scheduled reminder
job.
Integration tasks
A task can be an integration rather than a checklist item. Three types run automatically instead of waiting for a person:
Each carries its own status —
IDLE, EXECUTING, SUCCESS, FAILED, SKIPPED —
plus the external IDs it produced, the last error, and when it last ran. A failed
provisioning is visible and retryable, not a task that quietly stays open.
A task can also start a workflow instead, linking the checklist item to a
workflow instance for anything that needs approval steps.