Human Resources · Daily operations · 9 min read

Hire a new employee from candidate to offer

Use the guided New hire flow to record a candidate, make and approve an offer, and create the employee, draft contract and onboarding tasks in one step.

Before you begin

• Hiring and offers must be switched on in Applications > Employees > Features.
• The position you are hiring for must exist with free capacity (see Getting started).
• Two people are needed. The person who writes or submits an offer cannot approve it; an approver needs hr.recruit.approve.
• To press Create employee at the end, one user needs four permissions together: hr.recruit.manage, hr.employee.manage, hr.private.manage and hr.contract.manage. Pay lines need hr.pay.manage.

Steps

Record the candidate

1. Open Employees > Hiring > Candidates and select New candidate.
2. Enter the Full name (required), and the Arabic name, email, phone, nationality and Source if you have them.
3. Choose the ID type and enter the ID number. This needs the private permissions. A hire is refused unless a passport or national ID number is on file.
4. Choose the Position applied for and the Expected join date.
5. If you will keep the details after a rejection, tick that the candidate agrees to keep their details, then set Keep details until. A retention date without consent is refused.
6. Select Save. The candidate gets a reference such as CAN-0001 and the status New. Select Screen to move them to Screening.

Make the offer

1. Open Employees > Hiring > New hire, and pick the candidate in step 1.
2. In step 2, fill the offer: Position, Grade, Reporting manager, Working calendar, Contract type, Employment type, Start date, FTE, Probation (months) and Offer expires on. Leave probation blank to take the contract type's default; the end date is shown beside it.
3. Under Pay, add one line for each earning (for example BASIC 9000.00, HOUSING 4000.00, TRANSPORT 800.00). A component can appear only once and amounts have at most two decimals. The Total per month is the sum.
4. Select Save offer, then Submit for approval. The seat is reserved from the start date.

Approve and accept

1. A different person with hr.recruit.approve opens Employees > Hiring > Offers, opens the offer and selects Approve offer (or Reject offer with a reason). The candidate becomes Offered.
2. When the candidate says yes, select Record acceptance before the offer's expiry date. If they say no, select Candidate declined; to cancel the offer yourself, select Withdraw offer and give a reason.

Create the employee

1. Step 3, Hire details: leave Employee number blank to take the next number automatically, and enter the Work email.
2. Step 4: choose the Checklist to run, or keep the one matching the contract type, else the company default.
3. Step 5, Review & create: select Create employee.

What happens next

The success panel shows three results.

• An employee in Draft state, with the nationality, personal email and phone taken from the candidate, and the passport recorded as the primary identifier (not yet verified).
• A draft contract with the offered pay lines. Its probation starts on the start date and ends by calendar months.
• Onboarding tasks from the checklist, dated from the join date. A task due -3 on a join date of 1 Nov 2026 is due 29 Oct 2026.

The offer and the candidate become Hired and an Active assignment starts on the start date. Open the employee to put the contract in force and activate: see Assignments and contracts and Activate an employee and manage their status.

Good to know

• Capacity is checked when you submit and again when you hire. If the position is full, or the start date has passed, nothing is created; withdraw the offer and make a new one.
• Pressing Create employee twice creates one employee only.
• The same passport cannot be hired twice: 'This identifier already belongs to employee EMP-T001. Nobody is hired twice.'
• Pay on an offer is hidden from people without hr.pay.view. They can save the offer but not the pay lines.
• Only a draft offer can be edited. Once submitted, withdraw it and make another.
• You can leave the flow and come back. An Accepted offer re-enters at step 3 from Offers.
• If you are the only approver on your team, the flow stops at 'Waiting for approval' and links to Offers. Another approver must decide.