This article is for administrators.
Important
To use the Onboarding feature in Recruiting, you must have one of these roles:
- The Administrator role or Staffing or Standard User with transfer access turned on in Recruiting integration settings.
- The Hire Employees role lets you see all pending new hires.
- The Limited Employee Hiring role lets you see only new hires transferred from the ATS application.
Recruiting must be connected to Paycor or another supported HR system.
The candidate must be marked as hired in Recruiting.
Transfer a hire from Recruiting to Onboarding
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Choose one method to transfer the hire.
Method 1: Mark the candidate as hired
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Open the candidate profile, and select the Hired button. Select the Candidate Hired option.
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Click Select Date or select Save. The Transfer a Hired Candidate window opens.
- Review the Candidate Information section, and verify that all required fields are complete.
- Review the Attachments section.
- Files from the Documents section of the candidate profile appear here.
- All files are selected by default.
- Clear the checkbox for any file you do not want to transfer.
- Make sure that no image files, such as .jpeg or .png, are selected. Image files cause the candidate transfer to fail. Refer to Add an attachment or custom file type to a candidate record in Recruiting.
- Complete the Onboarding Information section if Paycor is connected.
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Enter Client ID, Job Title, Department, and Work Location.
Note: This section does not appear if you use a non-Paycor HR system integration. - Review the summary, and select Transfer Candidate. A confirmation message displays.
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Open Paycor, locate the new hire in the New Hire Tracking Center, and send the onboarding registration email to start onboarding.
Note: The candidate should have an Onboarding status of Awaiting Onboarding.
Method 2: Use the integration dashboard
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In Recruiting, select Integrations, and then select Perform Integration.
- Select the Transfer/Preview option next to the candidate's name. The Transfer a Hired Candidate window opens.
- Review the Candidate Information section, and verify that all required fields are complete.
- Review the Attachments section.
- Files from the Documents section of the candidate profile appear here.
- All files are selected by default.
- Clear the checkbox for any file you do not want to transfer.
- Make sure that no image files, such as .jpeg or .png, are selected. Image files cause the candidate transfer to fail. Refer to Add an attachment or custom file type to a candidate record in Recruiting.
- Complete the Onboarding Information section if Paycor is connected.
-
Enter Client ID, Job Title, Department, and Work Location.
Note: This section does not appear if you use a non-Paycor HR system integration. - Review the summary, and select Transfer Candidate. A confirmation message displays.
-
Open Paycor, locate the new hire in the New Hire Tracking Center, and send the onboarding registration email to start onboarding.
Note: The candidate should have an Onboarding status of Awaiting Onboarding.
Results
After you transfer a hire, the employee appears on the Pending New Hires screen in Paycor, and you can send the onboarding registration email.
Where transferred documents are stored in Paycor
- While the new hire has an Onboarding status of Awaiting Onboarding or In Progress, the transferred files stay attached to the new hire record in the New Hire Tracking Center.
- After the new hire completes onboarding, Paycor moves the files to the employee's Document Library at People > People Settings > Document Library.
- Each transferred file keeps a label that identifies it as coming from the ATS, so you can tell files that transferred from Recruiting apart from files that were uploaded directly in Paycor.
Examples
Example: Candidate data transfer
Before: The candidate appears in Recruiting with a status of Hired.
After: The employee appears in Paycor under Pending New Hires, and documents are stored in People > People Settings > Forms & Document Library after onboarding is complete. The information that flows from Recruiting with the candidate is:
- First name
- Last name
- Physical address
- Contact information
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Attachments:
- Includes Application, Offer Letter, Resume, and any document uploaded to the candidate profile in the ATS.
- Image files are not accepted
- Pay Rates (candidate pay information)
- EEO information-only if collected during the hiring process
- Work Location
- Job Title
Candidate records in Recruiting after transfer
Transferring a candidate to Onboarding does not remove the candidate record from Recruiting. The record stays in Recruiting so you can refer back to recruiting history for the new hire.
What stays in Recruiting after the transfer
- Candidate notes and comments.
- Every document attached to the candidate profile, including resume, application, offer letter, and any custom file types, whether or not you selected them during the transfer.
- Offer details and offer approval history.
- System history entries, including status changes, workflow steps, and application activity.
Find a hired candidate's record in Recruiting
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Use the candidate search or open the job the candidate was hired into, and select the candidate name.
- Review the candidate profile for notes, comments, and system history.
- Open a file in the document viewer section of the candidate record to review a document that stayed in Recruiting.
Note: If you cleared the checkbox for a file during transfer, that file is not in Paycor. Open the candidate profile in Recruiting to review or download the file.
Troubleshooting
- The transfer option does not appear: Verify that your user role allows hire transfers in Recruiting integration settings.
- The onboarding information section is missing: Confirm that Recruiting is connected to Paycor and not to a different HR system.
- Attachments do not appear during onboarding: Documents become available only after onboarding is complete.
- The transfer failed: Open the candidate profile in Recruiting and remove any image files, such as .jpeg or .png, from the attachments. Then run the transfer again.
Related articles
For more information, refer to Send onboarding registration emails.
Updated: October 23rd, 2026 15433 views 2 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.