Purpose
This article follows a new hire from the moment you decide to make an offer to the moment their employee record is live in UZIO. It sets out the two onboarding paths, the decision points between them, and where each piece is configured. Read it first if you are new to hiring in UZIO. Every step below links to the article that covers it in full.
Who can do this: Users whose role grants the hiring and onboarding permissions. The Employer Administrator has them by default, and a custom role can be given any combination. UZIO keeps them separate rather than as one switch: hiring a prospect, onboarding a prospect, and managing hire and onboarding are three different permissions, and building the templates and task lists below is gated separately again. A user with none of them does not see the prospect list. When you set up a recruiter or an HR coordinator, grant each piece deliberately. See Understanding Roles and Access.
Before you start: If the hiring pages are not in your portal, there are two reasons and both are fixable. Either your role does not carry the hiring permissions, or the Hire and Onboarding module is not switched on for your company. Check your role first, since that is the one your Employer Administrator can change. If the role is right, contact UZIO Support to have the module enabled — see Still stuck?.
When you don't need this module. If someone is already an employee in UZIO — a rehire, or a record you imported during implementation — don't add them as a prospect. Prospects are for people who have no employee record yet. Starting from the existing record is what keeps service dates and benefit eligibility intact.
The flow at a glance
- Add the prospect from the prospect list, with or without an offer letter. Details
- Or they arrive without you adding them: if you've connected an applicant tracking system, a candidate marked Hired in Greenhouse arrives as a prospect in Draft status with no Hire Prospect step at all — you pick up at the review.
- Offer letter (optional) — sent from a configured template with an expiry date; the prospect reviews and signs online. Statuses track every step: Shared → Viewed → Accepted (or Rejected / Revoked / Expired).
- Onboard — your choice per prospect:
- Self-onboarding — you set up the invitation (documents, tasks, time tools, email), and the prospect fills in their own details. Status: Invited → In Progress → Completed, then you review and finish. Self-onboarding runs in a web browser (computer or mobile browser); the UZIO Mobile App doesn't support registration or self-onboarding.
- Employer-driven — you enter everything yourself.
- Employee record goes live — the new employee registers, and the payroll, time-tracking, and time-off setups you tagged take effect from their join date. The prospect record closes at this point. The person leaves the prospect list and appears under Employees instead. Until that happens they are not an employee, so a pay run cannot include them.
- Work authorization — every new hire needs a Form I-9: the employee completes Section 1, you verify Section 2, and if you're enrolled, UZIO creates the E-Verify case. See I-9 & E-Verify.
[Diagram: prospect added (or ATS-synced) → offer shared/accepted → self-onboarding OR employer-driven → employee record created → I-9 Section 1/2 → E-Verify case]
Choosing self-onboarding vs employer-driven
| Self-onboarding | Employer-driven | |
|---|---|---|
| Who types the data | The prospect (SSN, address, W-4, direct deposit, signatures) | You |
| Best for | Most hires — accuracy at the source, less admin work | Prospects without easy portal access, or bulk/rapid data entry |
| Documents & tasks | Assigned in the setup, completed by the prospect in their journey | Assign after onboarding via the Task Library and Documents |
Where things are configured
- Offer letters, agreements, handbooks: the Hiring Documents page in the Hire and Onboarding settings, where templates carry Smart Fields that auto-fill prospect data. If you can't find it from the Hire and Onboarding area, search the left navigation for Hiring Documents. Access is granted per document category, so a role can be allowed to edit handbooks without being allowed to touch offer letters. See Building Reusable Offer Letters and Hiring Documents.
- Onboarding tasks: Tasks > Task Library, which carries its own permission, separate from the hiring ones. See Setting Up Onboarding and Offboarding Tasks.
- I-9 and E-Verify: the Form I-9 is assigned as a document — during self-onboarding, or later from the employee's Document Library. The employee signs Section 1 and you verify Section 2. If your company is enrolled, UZIO creates the E-Verify case for you as your Employer Agent. See I-9 & E-Verify. (The older Clear I-9 vendor integration is legacy and closed to new customers.)
- Background checks: Background Checks with Checkr.
Common problems
I can't find the hiring pages in my portal
Two causes, in this order. Your role may not carry the hiring permissions, in which case the rest of the portal looks normal and only the prospect list is missing. Ask your Employer Administrator to check your role, because that is the cause you can fix yourself. If your role is right, your company may not have the Hire and Onboarding module at all: it is licensed separately, and an employer without it sees an information page rather than the hiring pages. See Still stuck?.
Which onboarding path should I pick?
Self-onboarding for anyone who can use a browser and an email address — they type their own SSN, address, withholding, and bank details, which is both more accurate and less work for you. Employer-driven when they can't: no reliable email or device, a same-day start, or a batch of hires whose data you already hold. Full walkthroughs: Inviting a New Hire to Onboard Themselves and Onboarding a Prospective Employee Yourself.
A new hire showed up in the list and I didn't add them
An applicant tracking system created them. The Greenhouse integration creates a prospect in Draft status the moment a candidate is marked Hired, filling in whatever mapped cleanly and leaving the rest blank for you. Open the record, complete it, and carry on with either onboarding path — see the Draft row in Tracking Every Hire.
The person I'm hiring already worked here
Don't add them as a prospect — start from their existing employee record so service dates and benefit eligibility carry over. If an ATS created a lookalike record, UZIO flags it as a possible rehire rather than duplicating the person; review the match and delete the extra prospect.
Still stuck?
If the Hire and Onboarding pages are missing and your role already carries the hiring permissions, the module may not be enabled for your company. Please reach out to us at support@uzio.com or call +1-571-601-1752. Tell us your company name, the email address you sign in with, and what you see instead of the hiring pages.
Related articles
- Starting a New Hire: Adding a Prospect With or Without an Offer
- Building Reusable Offer Letters and Hiring Documents
- Inviting a New Hire to Onboard Themselves · Onboarding a Prospective Employee Yourself
- Tracking Every Hire: Where Each Prospect Stands and What To Do Next
- I-9 & E-Verify — the next step after onboarding
- Prospect's view: Accepting Your Offer · Completing Your Self-Onboarding
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