Registration, invitations and pre-hiring - Colabbe - Digital Hiring

Companies,branches and positions can filter the invitations sent. This information is not integrated with the payroll system.

These registrations are made in the following places:

• Colabbe — Digital hiring > Registrations > Companies
• Colabbe — Digital hiring > Registrations > Branches
• Colabbe — Digital hiring > Registrations > Positions

When any of these records are in use in a pre-hiring, it can no longer be deleted.

When sending the invitation, in the invitation template and in pre-hiring, only records with the status equal to Active.

The Code branch number field is used as a unique identification of the branch. For example: in cases where there is already a branch registration in another system, it is necessary that the same code be informed in this field so that the branch can be identified.

Professional councils are composed by the name and the acronym of the boards and bodies of the regulated professions.

This information allows the employee to complete their professional registration when receiving the pre-hiring invitation.

This registration is done at the following location:

• Colabbe — Digital hiring > Registrations > Professional advice

By default, filling in the field Professional record will be optional in the system.

It is possible to make it mandatory and request that a copy of the pre-hiring registration be included. This configuration is done in:

• Colabbe - Digital hiring > Invitation Templates > Settings > Employee tab > Documents > Professional Registration

Nationalities are composed by code, name and type of the possible nationalities of the employees.

This information allows the employee to fill in his/her nationality when receiving the pre-hiring invitation.

This registration is done at the following location:

• Colabbe — Digital hiring > Registrations > Nationality

The nationality code is used as a unique identification. For example: in cases where there is a nationality registered in some other system, you can enter the same code here, so that nationality is identified.

The nationality type can be Brazilian or Other, to identify whether the person is a foreigner or not.

Religions are composed by code and the description of the employee's possible religions.

This information allows the employee to fill in their religion when receiving the pre-hiring invitation.

This registration is done at the following location:

• Colabbe — Digital hiring > Registrations > Religions

The religion code is used as a unique identification. For example: in cases where there is a religion registered in some other system, you can enter the same code here, so that this religion is identified.

Education degrees are composed by code and name of possible education levels of employees.

This information allows the employee to fill in their education level when receiving the pre-hiring invitation.

This registration is done at the following location:

• Colabbe — Digital hiring > Registrations > Education Degrees

The education level code is used as a unique identification. For example: in cases where there is a degree of education registered in some other system, you can enter the same code here, so that this degree is identified.

Banks are composed by number and name of the possible employee banks.

This information allows the employee to fill in the banking institution of his choice when receiving the pre-hiring invitation.

This registration is done at the following location:

• Colabbe — Digital hiring > Registrations > Bank

The bank number corresponds to the official code of the institution with the Brazilian Central Bank.

About consent forms - what they are and what they are for

With the General Data Protection Law (LGPD, in Portuguese) enforced in Brazil, new employees' data must be protected. This data can only be used if, for this use, it is possible to assign one of the legal bases described by the LGPD. One of the legal bases provided by the legislation to process personal data in Brazil is the consent of the individual.

So, the consent terms are texts presented to new employees when they access the pre-hiring invitation. The consent term is drawn up by the company itself, as it is up to the company to define for what purposes it will process the new employee data.

When asking for acceptance of this term, the company ensures that new employees are aware of the conditions inherent to the pre-hiring process, what to expect from it and how the data filled in will be used during the process.

After defining the terms, new employees will need to accept the them before starting to fill out the invitation, generating more security for all parties involved.

How to register consent terms

The registration of the consent terms is done at the following location:

• Colabbe — Digital hiring > Registrations > Consent terms

The consent terms registered here are available to be associated with invitation templates. Therefore, it is possible to have a single term for all invitation templates, or to create specific terms for different templates.

Invitation templates are templates with predefined information that make it easy to send invitations to new employees.

Colabbe's system features standard templates that meet three types of contracts:

• Employee
• Trainee
• Apprentice

These templates can be found at:

• Colabbe — Digital hiring > Invitation templates

In the standard templates, you only need to configure the fields referring to the company's identity. They are available in the layout tab and, by default, the following fields are blank: Sender company logo, and Circular company logo.

Registering invitation templates allows you to create custom templates, with different configurations from standard invites.

How to register an invitation template

1. Access Colabbe — Digital hiring > Invitation Templates and click on Register template.
2. Fill in the initial data:
   • template name: give a name that makes it easy to identify it. Note that it is not possible to save an invitation template with the same name as an already saved one.
   • HR conference period: corresponds to how many days HR has to prepare everything until the employee starts
     .
     Understand how the HR conference period works

     The HR conference period determines two things:

     • the time the employee has to fill in the invitation before it expires
     • the time HR has after filling in the invitation until the employee's start date, including the hiring day

     How the HR conference period is calculated

     Imagine this example scenario:

     • Invitation sent date: 10/10/2021
     • Hiring day: 20/10/2021 (when the employee starts at the company)
     • Conference period by HR: 3 days

     Here HR has a minimum of three days to prepare for the employee's arrival, including the day of hiring

     

     The sooner the employee fills out the invitation, the longer the HR conference period will be.

     In the example above, if the employee does not fill out the invitation before 10/18/2021, this invitation will be expired.

     Attention

     • If the deadline is set up so that the expiration date is previous to the current date, the invitation will expire on the same day (current date);
     • The field Deadline for completion (in days) can be filled in with the value 0 (zero): In this case, the candidate will have until 11:59 pm on the day of admission to fill in the information.

     Deadline for invitations sent on hiring date

     If the invitation is sent on the same date as the hiring date, it will remain valid until 11:59 pm of the same send day. After that, the invitation will expire.

     For example:

     • Invitation send date:10/20/2021
     • Admission date: 10/20/2021

     In this scenario, the invitation will remain valid until 23:59 of the day 10/20/2021. The next day (10/21), the invitation will expire.

     

     Deadline for invitations resent after expiration

     If an expired invitation is resent, it will remain valid until 23:59 on the same send day. After that, the invite will be expired again.

     For example:

     • Invitation send day: 10/10/2021
     • Hiring day: 20/10/2021
     • HR conference period: 4 days

     In this scenario, the invitation expired on 17/10/2021 (due to the four-day HR conference period).

     If the invitation is resent on the day 10/18/2021, it will remain valid until 23:59 of this day. The next day (19/10), the invitation will be expired again.

     

3. Then make all settings for the template in the Settings panel. See the details of these settings below:

Employee

The fields configured in the employee tab are used for sending e-mails, SMS and WhatsApp and for the new employee registration journey:

• Layout: invitation customization with the company's visual identity, which will be displayed in the email and on all the screens of the new employee's pre-hiring registration.
• Personal data: configuring the fields that will be displayed on the pre-hiring registration screens for new employees.
• Documents: configuring the documents that will be necessary for the employee's contract. The fields will be displayed on the pre-hiring registration screens for new employees.
  
  If it is configured that the new employee must attach the images of the documents, the system will only accept files in gif,png,JPG and PDF up to 20MB.
• Family record: configuring which information from the dependents of the new employee HR wants to request.
• Others: allows HR to create groupers containing custom fields, to collect additional data that is not present in the standard invitation, such as: information about benefits; certificates of courses and training. The groupers created in this tab can be renamed, making the invitation even more personalized.
  
  Note that in order to use custom fields they need to be registered on the senior X platform by someone who has system administrator access.
• Registration Qualification: configuring the acronym of the Councils and other bodies of the regulated professions, so that the employee can register their professional registration when they receive the pre-hiring invitation.
• Standards: defines the formatting standards for the texts filled in by the employee when responding to the invitation. These standards define the formatting that the system must apply to the content, ensuring that the data is presented in a uniform way. These are the criteria that can be configured:
  • Capital letters: transforms all data entered into capital letters (example: "João da Silva" will become "JOÃO DA SILVA").
  • No special character: transforms all special characters into common characters (example: "João da Silva" will become "Joao da Silva").
  • Capital first letter: transforms the first letter into uppercase and all the others into lowercase (example: "joão da silva" will become "João da silva").
  • First letter of each word capitalized: makes the first letter of each word uppercase and the following letters lowercase (example: "joão da silva" will become "João Da Silva").

  By default, the above settings are disabled. To use them, you need to enable them in the invitation template settings.

Fields affected by the Standards definition
When activating any of the formatting standards, the following fields will be customized according to the settings:
• Personal data
  • Full name
  • How do you prefer to be called?
  • Mother's name
  • Father's name
  • Social name
  • Full address (neighborhood, street, complement)
    
• Dependents
  • Full name
  • Mother's name
• Documents
  • Issuing agency (various documents)
• Privacy: in this section you can:
  • select one of the terms of consent previously registered and link it to the invitation template;
  • enter a company e-mail address specifically for dealing with General Data Protection Law (LGPD) issues. This email address will be displayed to new employees, along with the consent form. If the company has a person who is a data manager Under the terms of the LGPD, the person in charge of data is responsible for acting as a communication channel between the company, the data subjects and the National Data Protection Authority (ANPD).,you must fill in that person's e-mail address.

  By accepting the terms of consent, candidates receive a copy of the document by email, at the contact address that is registered in the invitation.

  HR can also have proof of acceptance and can consult in pre-hiring the terms that the new employees have accepted, as well as the date and time.

Contract

The fields configured in the Contract tab are values used by HR at the time of admission of the new employee.

If a standard invitation template is used, the data will already be previously registered. If the invitation model is new, the data must be entered manually.

Sending the invitation

The fields on the Sending the invitation tab correspond to the information that HR must fill in when sending the invitation.

These are the fields that can be set as mandatory:

• CPF
• Company
• Branch
• Contract type
• Job position

The default behavior is that the filling of the fields above are optional when sending the invitation.

Add guidance texts

Guidance texts are tips you can add in the fields of custom invitation templates. These tips appear next to the field when filling out the invitation.

Use the guidance texts to give additional information to new employees about completing the requested data in pre-hiring.

To add guidance texts, follow these steps:

1. Access the invitation template from the menu: Colabbe — Digital hiring > Invitation Templates
2. Select the invitation template you want to edit.
3. Access the Employee tab in the invitation settings section.
4. Turn on ticking guidance text next to the name of the field that needs guidance on filling in. This will enable an additional field where you can fill in guidance text.

In Colabbe's Digital hiring solution, it is possible to view and manage all registered invitation models.

This is done at the following location:

• Colabbe — Digital Hiring > Invitation Templates

Actions available for templates

• To edit: after editing, the information is changed and no query history is generated.
• Inactivate: inactive invitations remain in the base so that their layout can be used in processes in progress and also to consult completed processes, but it is not possible to send a new invitation with a model that has been inactivated.
• activate: Active invitations can be sent at any time.
• Delete: this option will only be allowed for invitation templates that have never been sent. Those that have already been used, even in already completed processes, can only be inactivated.
• Duplicate: Duplicates an existing invitation template. The action of duplicating facilitates the operation by allowing you to edit the copy of an invitation template based on the existing information in the original template.

After registering the invitation templates, they can be sent to new collaborators.

sending the invitation is done in the following location:

• Colabbe — Digital hiring > Pre-admissions > button send invitations

The New employee document field corresponds to the CPF and, depending on the configuration made for it, will be mandatory. E-mail or cell phone number must also be informed.

As soon as the invitation is sent, the new employee receives an email, SMS or WhatsApp message with the link to start the pre-hiring registration. The content sent in the invitation is registered for consultation in the message icon from the pre-hiring screen.

After the invitation is sent, the Conference period by HR which was defined inmodel registration it will determine how many days the employee has to fill it out and how much time HR has to prepare everything until the hiring day.

Unable to send invitation to people who have a pre-hiring process in progress or expired.

Demo: How to send invites via WhatsApp

Security token

The Colabbe system will require a security code (token) of new employees who receive the pre-hiring invitation link. These employees will need to enter the code to validate the link before completing it.

By requiring the unique security code, we guarantee the identity and legitimacy of the data. Thus, we make the process safer for candidates and new employees who are joining the company.

See an example in practice:

URL sent in invitation

The invitation sent by Colabbe includes a link to fill in the data. The invitation link URL is automatically shortened by the system.

The shortened URL contains a randomly generated code and has the following format:https://snr.li/<random-code>

Integration with Recruitment and Selection Management

if you have the Recruitment and Selection Management module deployed, you can send the invitation to new employees directly in this module.

Simply enable the send invitation parameter in the recruitment module settings. As a result, as soon as the candidate is approved for the vacancy, the Colabbe pre-hiring invitation will be sent automatically.

To learn how to enable the parameter and configure the integration between Colabbe, refer to the integration documentation.

If the system's native fields are not enough for the pre-hiring process, HR can add custom fields to request more information from new employees.

Custom fields can be added to invitation templates alongside native fields when creating or editing templates.

How to add custom fields in invitation template

1. On the model registration screen, click on add in the information group where the custom field will be added.
   For example, in phone information:
   
   
   
   When clicking on the button, the custom fields registration screen for the senior X platform will open in a new tab.
2. On this custom fields screen, register the fields you want to include in the invitation template. If you don't know how to register them, see this support documentation:
   • How to register custom fields for Colabbe
3. Go back to the model registration screen and see the new fields that were created. The column Situation identifies which fields are native and which are custom.
   
   
4. For each field, choose whether it will be enabled (visible) in the invitation and whether it is mandatory. By default, new custom fields will be enabled and optional.

How to add custom entities to group custom fields

1. On the model registration screen, access the Others tab.
2. Click on the icon and rename the groupers to whatever names you want to give each set of fields.
3. Expand the grouper and click Add to add custom fields.

The management of pre-hiring has two stages:

1. Sending invitations — using the invitation templates, HR sends the pre-hire to the new employee.
2. Completing the invitations — is the registration made by the new employee, who fills in the information requested in the invitation.

To consult and submit pre-hiring, visit:

• Colabbe — Digital hiring > Pre-hiring

On the Pre-hiring screen, the solution allows:

• Monitor the status of all pre-hiring;
• Consult details;
• Monitor the sending of invitations;
• Contact the new employee via SMS or WhatsApp;
• View the consent form that was sent with each invitation;
• among other actions.

See below what to find in each element of the screen:

Pre-hiring screen tabs

• All: Groups all situations.
• In progress: displays the invitations that have a registration percentage greater than zero.
• in validation: shows the invitations that are with the HR for the validation of the registered information.
• admitted and Finished: presents the invitation processes that have already been validated and finalized by HR in the Digital hiring solution.
  • The pre-hiring that end the process in the Colabbe system are in the tab Finished.
  • The pre-hiring that follow for the admission process, in systems such as Personnel Administration and Personnel Department Management, are on the tab Admitted.
• On admission: presents the situations of Pending Admission and Initiated Admission, according to the progress of the process on the Onboarding pre-hiring processes screen (Digital hiring) (FRGERONB), from Senior's Personnel Administration module.
• In signature: presents the pre-hiring of employees who have pending documents for electronic signature and those who have already signed, respectively. You can download all submitted documents — signed or unsigned. To do so, simply access the Submitted documents tab, in the pre-hiring details.

Pre-hiring screen columns

• new employee: Displays the new employee's email. For cases of new employees who were invited by SMS or WhatsApp and do not have an email, it also presents the cell phone number.
• Register: displays the progress percentage of the new employee's registration. The lead percentage is calculated whenever the new contributor saves a section of information, using the following formula:
  
  [number of mandatory fields filled in all sections] * 100 / [total required fields for all sections ].
  
  Exemplo

  Total de campos obrigatórios em Dados Pessoais = 13

  Total de campos obrigatórios em Documentos = 17

  Total de campos obrigatórios do processo de pré-admissão = 30 (soma)

  Total de campos obrigatórios preenchidos = 13

  • Percentual total de preenchimento: 13 * 100 / 30 = 43%

• Term: Displays the number of days left to complete the invitation.
• Admission: displays the admission date of the new employee, informed on the Invitation Sending screen.
• Situation: shows the status of invitations and the pre-admission process, as follows:
  • Not read : the invitation was sent by HR, but the new employee has not yet accessed the registration process link for the first time.
  • Read: the link was accessed at least once by the new collaborator, regardless of whether he started to fill in or not.
  • Expired: the deadline for completing it has ended and the new employee has not completed filling it in.
    
    Scheduled routine to change invitation status to Expired

    The senior X Platform allows you to schedule a routine that validates the expiration date and time of sent invitations on a daily basis and, in due course, changes the status of the invitation to Expired.

    Ela é iniciada automaticamente pela tela de agendamento, localizada em:

    • Tecnologia > Customização > Agendamentos > domínio HCM > serviço Onboarding > Pre admission expiration schedule

    Para customizar essa rotina, é preciso criar um novo agendamento usando os mesmos parâmetros do Pre admission expiration schedule, porém com a data e hora que você quer usar.

    To learn more about task scheduling, check documentation in the senior X platform manual.

  • In validation: the new employee has filled in and sent all the mandatory data. The information is being evaluated by the HR sector.
  • Finished: HR has already validated all the data and:
    • clicked onfinalize - whenit is not integrated with the Personnel Department Management module); or
    • clicked onAdmit - whe nit is integrated with the Personnel Department Management module).
  • Inactive: the HR canceled the pre-hiring by the Personnel Department Management, when there is theintegration with the module.

Indicator of messages via SMS and WhatsApp

The pre-hiring screen also has the following columns:

• message icon: enables communication between HR and the new employee. HR will always be represented by the sender of the process invitation template and not by the currently logged in user. For new employees, who received the invitation via email, an email will also be sent with each new message. For new employees who received it via SMS, the message will also be sent via SMS. To new employees who received the invitation in both ways, the message will be sent by email and SMS, simultaneously.
  
  This icon also shows the content sent in the body of the email, with the date and time of the invitation. This content is not considered in the amount of new messages. It shows the number of messages not read by HR, with a maximum value of 99 messages.
  
• whatsapp icon: when clicking on this button, the web version of WhatsApp Web opens in a new tab. Thus, HR can send messages directly to the new employee.
  

  Note

  In order for the WhatsApp icon to be enabled on the screen, the employee's cell phone number must be registered in the pre-hiring.

Actions available on the Pre-hiring screen

By clicking on Actions next to a pre-hiring, you can:

• Detail: opens the Pre-hiring Details screen and allows HR to validate the information provided by the new employee. It makes it possible to consult the registration fields of the pre-hiring of the new employee whenever the percentage is changed with new information.
• Expire: forces the invitation sent to expire and changes it to the current date. When the invitation expires, the new employee is blocked and he is unable to register any more. This option is disabled when the invitation is being validated with HR or has already expired.
• resend: resends the email, SMS or WhatsApp message referring to the invitation. This option is available only when the invitation status is different from Finished. Also note that when thesend invitations is accessed by the button resend, you cannot change the invitation type and name of the new employee, or add more invitations for other new contributors.
• download files: Downloads all pre-hiring attachments at once. This makes it easier to download the attachments when the pre-hiring has a lot of files.
  • The file extensions accepted by the Colabbe system are: PDF, png, jpeg, JPG ,DOC, DOCX and XLSX
  .
• Download files into a single PDF: downloads all pre-hiring attachments (from extensions JPG, jpeg ,TIF, TIFF ,gif ,BMP, png and JFIF) in a unified way, generating only a single file in PDF with all documents. When you click on the button, the generation of the PDF file starts in a background process, which at the end returns a notification by the platform with the link to the generated file. The notification with the file is valid for 7 days.
  • When documents have extensions other than those mentioned, they will be downloaded separately within a file.ZIP.

• Back to validation phase: returns a pre-hiring that is finalized to the validation situation. This option can be used when something unforeseen occurs with the pre-hiring after it is completed, needing to adjust some information.
• Send documents for signature: allows you to send the admission documents for the employee to sign electronically. This action is only available for pre-hiring that have already passed the validation phase.
• Disable pre-hiring: Disabling pre-hiring means indicating that it is suspended, either temporarily or permanently. Typically, HR uses this option when a person has dropped out of the position during the pre-hiring process.
  
  The option to inactivate it is only available for pre-hiring that are in the phases (tabs) In signature and Signed. Inactive pre-hiring no longer appear in these tabs, but remain available for viewing in the tab All. If necessary, an inactive pre-hiring can be reactivated at any time.

Buttons available in Pre-hiring

• To edit: allows you to edit all the data entered by the new employee, before ending the pre-hiring. Personal data fields such as name, e-mail and telephone are registered when sending the invitation. However, when edited in the pre-hiring details screen, they will not be changed in the sent invitation.
• End: saves the pre-hiring record and the continuation of the admission process must be done by an external system or by Senior's Personnel Administration module. After the pre-hiring process is finalized, HR can review the details but will not be able to edit the information.
• Admit: ends the process in the Digital Admission solution. Once ended, no changes will be allowed.
  
  Both the data collected from the new employee and the parameterization of contract data are integrated with the Personnel Department Management module in draft mode. This is because the Digital hiring does not collect all the mandatory data to carry out the admission.

Whenever the new employee saves the registration information, HR can simultaneously view this information on the Pre-hiring Details screen and can edit all information before finalizing.

When saving the validation, the date, time and person responsible for the validation information are recorded and can be consulted when accessing the screen again.

Pre-hiring details can be found at the following location:

• Colabbe — Digital hiring > Pre-hiring > button Actions > option Detail

As informações disponíveis nas guias de Dados pessoais, Documentos e Ficha familiar são configuradas em:

• Colabbe — Digital hiring >invitation templates

Contract tab brings the registered information of the invitation model, but they can be changed at any time in the pre-hiring. When changing some information of the new employee, only the pre-hiring is updated, the invitation template is not changed.

A coluna Validado da guia Ficha familiar tem o objetivo de apresentar o que já foi conferido pelo RH. Caso o dependente ainda não esteja validado é necessário clicar em Ações > Detalhar e, após conferir as informações, habilitar o botão Validado ao final da tela.

HR can also delete and edit information on dependents registered by the new employee.

After ending the pre-hiring, you can send the employment documents for the employee to sign electronically.

Just access the admitted tab, Click in Actions and select the option Send documents for signature:

To learn more about Colabbe's electronic signature, visitfull feature documentation.