Purpose
Every person you're hiring sits somewhere between "we made an offer" and "they're an employee." The Overview tab is the one screen that shows where each of them is and what's waiting on whom — so a hire never quietly stalls because an offer went unopened or a finished self-onboarding sat unreviewed. Prospects stay listed here through their whole journey and drop off only when onboarding is finished.
Check it daily for two statuses. Offer Viewed means they're deciding — that follow-up happens outside UZIO. Self-Onboarding Completed means they're waiting on you; finishing their record is what unblocks payroll and day-one access.
Who can do this: Users whose role grants the prospect permissions under Hiring and Termination in the role editor — Hire Prospect, Send Offer Letter, and Run Background Checks to create and manage prospects, and Prospect Onboarding to run their onboarding. The Employer Administrator has both by default. A user with neither does not see the prospect list at all. See Understanding Roles and Access.
Where
HR Tools > Hire and Onboarding > Overview. Counts at the top group prospects by status; the list below shows every prospect with their current status and an action menu.
[Screenshot: Hire and Onboarding Overview tab with status counts and the prospect list — use demo data]
The status glossary
| Status | Meaning — and your next move |
|---|---|
| Draft | Created by an applicant tracking system — the Greenhouse integration creates a prospect the moment a candidate is marked Hired. Values that didn't map cleanly are left blank on purpose. Open the record, fill the gaps, and continue the hire |
| Offer to be Finalized | Add-prospect flow started but not finished — resume it |
| Saved | Added without an offer letter — onboard or set up self-onboarding when ready |
| Offer Shared | Offer sent, not yet opened |
| Offer Viewed | Opened, no decision yet |
| Offer Accepted | Signed — your turn: Onboard or Setup Self Onboarding |
| Offer Rejected | Declined by the prospect |
| Offer Revoked | Withdrawn by you |
| Offer Expired | No action before the expiry date — re-share to revive |
| Invited for Onboarding | Self-onboarding invitation sent, not yet started |
| Onboarding In Progress | Prospect is working through self-onboarding |
| Self-Onboarding Completed | Submitted — review their details and finish the onboarding |
There is no "onboarded" status to look for at the end of that list. Once onboarding finishes, the prospect record closes and the person appears in your Employees list instead — so a name disappearing from this page is the hire completing, not the record being lost.
Note: Two statuses are the gate for onboarding: Onboard and Setup Self Onboarding become available once a prospect is Saved or Offer Accepted, and not before. If someone is still at Offer Shared, Viewed, Rejected, Revoked, or Expired, resolve the offer first.
Per-prospect actions
Each prospect's action menu offers corrective and workflow actions as their stage allows:
| Action | What it does |
|---|---|
| Complete Hiring | Resume an add-prospect flow you left partway — everything entered so far is saved |
| Resend Offer | Send the offer letter again (with updated job information if needed) — to the existing or a new email address |
| Revoke Offer | Withdraw the offer, available until the prospect accepts or declines; you choose whether the prospect is notified |
| Delete | Remove the prospect from UZIO; if they had already registered, their login credentials are disabled too |
| Send Registration Link | Re-send the self-onboarding registration link to a prospect who hasn't registered or hasn't finished — the answer to "they never got the invite". Check the email address on the record before you send |
| Edit Self Onboarding Setup | Add or remove the shared documents, tasks, and time off policies after setup. (Also referred to as Edit Onboarding Details — same action, two names.) Saving it emails the prospect an "Onboarding details updated" notice with a link into the portal; it does not send a new registration link |
| Cancel Self Onboarding | Stop the prospect's self-onboarding — they can no longer go through the workflow |
| Reopen Self Onboarding | After completion, send the prospect back through the journey when their review turns up something to fix |
| Act on Behalf of Prospect | Open the prospect's own self-onboarding workflow yourself, exactly as they'd see it |
| Finish Onboarding | The final review step — moves the prospect to the onboarded employee list |
Note: At Finish Onboarding, if the employee's Form I-9 is showing as pending with the employer, you can complete and sign Section 2 as part of that review rather than coming back to it later.
Common problems
Someone's stuck at "Onboarding In Progress" and isn't responding
Two ways out. Use Send Registration Link on the prospect's action menu — this is also the moment to check that the email on the record is one they actually read. Or use Act on Behalf of Prospect to open their journey and complete it yourself, which is the faster option when a start date is imminent.
How do I resend the invite?
Use Send Registration Link on the prospect's action menu on this page. It is available for any prospect who hasn't registered or hasn't finished onboarding, and it puts a fresh registration link in their inbox.
Check the email address on the record first. A bounced or never-arrived invitation is far more often a wrong or stale personal email than a delivery fault, and re-sending to the same bad address just repeats the problem. Correct the address, then send.
Note: Editing the onboarding setup is not a way to re-send the invitation. Saving Edit Self Onboarding Setup emails the prospect an "Onboarding details updated" notice with a link into the portal — useful to tell them something changed, but it is not a registration link and it will not help someone who never registered. Use Send Registration Link for that.
Note: The action lives on this page's per-prospect menu, not on the employee record. The exact menu captions are still being confirmed against the live product (OQ-14) — you may see the resend action worded as Resend rather than Send, and the edit action as Edit Onboarding Details.
They finished onboarding but I found a mistake
Reopen Self Onboarding sends the prospect back through the journey. It restarts the whole journey, not the single step you want fixed — so for a one-field correction it is usually quicker to finish the onboarding and edit the employee record afterwards.
I need to withdraw an offer
Revoke Offer works until the prospect accepts or declines, and you choose whether they're notified. After acceptance, revoking is no longer available.
What's the difference between Delete and Revoke?
Revoke withdraws the offer and keeps the prospect record, so you still have the history and can re-share later. Delete removes the prospect from UZIO entirely — and if they had already registered, their login credentials are disabled. Deleting is not the way to cancel an offer.
A prospect can't finish because a document is stuck "in progress"
There is no self-service way to force a stuck document to finalize. Send the affected document (the offer letter, for example) to the new hire outside the onboarding flow so they aren't blocked, and raise it with UZIO Support — see Still stuck? below.
They're already an employee here
Don't create a prospect for a rehire — start from the 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, work from the existing employee, and delete the extra prospect. Benefits eligibility on a rehire is a separate question — see Benefits.
Can I still pay someone whose onboarding didn't finish?
No. A pay run only includes employees whose onboarding is complete, and there is no self-service override. If a start date and a pay date are about to collide, the fastest route is Act on Behalf of Prospect to complete the journey yourself — see Onboarding a Prospective Employee Yourself.
Still stuck?
If a prospect is frozen in a status that none of the actions above will move — or a deleted prospect still blocks the email address you need to reuse — contact UZIO Support at support@uzio.com or call +1-571-601-1752. Send the prospect's full name, the email address on the record, the status shown on the Overview tab, a screenshot of the action menu you see, and roughly when the problem started.
Related articles
- How Hiring Works in UZIO: From Offer to Employee Record
- Starting a New Hire: Adding a Prospect With or Without an Offer
- Inviting a New Hire to Onboard Themselves
- Onboarding a Prospective Employee Yourself (Employer-Driven)
- Hiring from Greenhouse (ATS) — where Draft prospects come from
- I-9 & E-Verify — the next step after a hire is onboarded
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