Convert Candidates to Employees

1. Overall Process & Purpose

What This Stage Does

The Convert to Employee action finalizes the hiring process by creating a NetSuite Employee record from the accepted job application. This step transitions the individual from applicant to employee while preserving all hiring history in ATS360.

Why This Stage Exists

This stage exists to:

• Eliminate duplicate data entry between ATS and HR systems
• Ensure employee records are created consistently
• Preserve a complete audit trail from application through hire
• Enable downstream HR, payroll, and onboarding processes

Value Provided

• Recruiters can complete the hire without re-entering data
• HR receives a pre-populated employee record
• Operations & Payroll benefit from clean, standardized employee data

2. Definitions

3. Step-by-Step Directions

Step 1: Confirm Offer Acceptance

1. Open the applicant’s Job Application
2. Verify:
   • Offer status is Accepted
   • Application is in the Hired stage

The Convert to Employee button is only available after acceptance.

Step 2: Start Conversion

1. Click Convert to Employee

You will be redirected to the Employee creation screen.

Step 3: Review Pre-Populated Employee Data

The following information is carried forward automatically:

• Full name
• Email address
• Phone number
• Job title
• Supervisor
• Subsidiary
• Start date

Recruiter/HR Action

• Review all fields for accuracy
• Make updates if necessary

Step 4: Complete Required Employee Fields

1. Fill in any required NetSuite employee fields not populated by ATS360
2. Confirm compliance with company requirements

Required fields vary by company configuration.

Step 5: Save the Employee Record

1. Click Save

System Behavior

• A new Employee record is created
• The application remains linked to the employee
• Hiring history is preserved

Step 6: Verify Employee Creation

1. Open the newly created Employee record
2. Confirm:
   • Employee status
   • Subsidiary and role
   • Start date

4. Summary of Outcome

When Convert to Employee is completed correctly:

• The applicant is successfully converted to a NetSuite employee
• All relevant application data is retained
• Downstream HR and payroll processes can begin
• The hiring lifecycle is fully documented

Convert to Employee ensures a seamless, accurate transition from candidate to employee within ATS360.