How it works
- Open Employees and go to Temporary. Each joiner shows the temporary ID, name, mobile, branch, date added, profile completion and status.
- Statuses move from Pending Profile to Partially Completed as details come in, and to Pending Approval once the profile is complete.
- A profile sent back shows Changes Requested with HR's note, and a rejected one shows the reason.
- Once approved, the row shows the new employee code and the person appears in the active employee list.
- The Pending approvals tab, and a banner on the Employees page, show what is waiting for HR.
- On the HR dashboard the onboarding section counts joiners in the next 30 days, joined this week and onboarding by status.
What you can set
- Columns: temporary ID, name, mobile, branch, date created, profile completion and status.
- Statuses: Pending Profile, Partially Completed, Changes Requested, Pending Approval and Rejected.
- The new employee code shown on the row once a joiner is approved.
- Change notes and rejection reasons shown on the row.
- A Pending approvals tab and a banner counting waiting submissions.
- HR dashboard tiles for joiners in the next 30 days, joined this week and onboarding by status.
Why a tracker beats follow-up calls
Without a tracker, HR calls every joiner to ask whether they have filled the form, and the ones who are genuinely stuck get the same call as the ones who finished yesterday. A completion bar and a status per joiner turn that into a short list: people at zero percent have not logged in, people stuck at eighty percent are missing a document, and people at Pending Approval are waiting on HR. The last group matters most, because approval is the step between a finished profile and a person HR can roster and pay.
Worked example: 27 joiners for a new store
A Chennai retail chain imports 27 joiners for its new Velachery store on Monday 12 October 2026. By Wednesday the Temporary list shows 18 at Pending Approval, 6 at Partially Completed with profiles between 60 and 80 percent, and 3 at Pending Profile with nothing filled. HR calls the 3 first; two had lost the message with their onboarding ID.
HR approves the 18 that afternoon, and their rows show new employee codes. By Friday 16 October, 25 joiners are employees, 1 shows Changes Requested with the note bank proof not readable, and 1 is still Partially Completed. The dashboard's onboarding tiles show the same picture for the store manager.
Using the tracker day to day
In joining weeks, open the Temporary list every morning and work it from the bottom up: first Pending Approval, then Changes Requested, then anyone still at Pending Profile after two days. Approve before the payroll cut-off so new employees can get a salary structure for the month. Check the dashboard's joiners in the next 30 days each Monday, so rosters and workstations are ready before people arrive.
See onboarding tracker in a demo
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Book a free demoSee pricingFrequently asked questions
How do I see which joiners have not finished onboarding?
Open Employees and go to the Temporary list. Every joiner shows a profile completion bar and a status, so anyone at Pending Profile or Partially Completed has not finished. The completion bar shows how far each person got, which tells HR whom to call first.
What do the onboarding statuses mean?
Pending Profile means nothing has been filled yet, Partially Completed means details are coming in, and Pending Approval means the profile is complete and waiting for HR. Changes Requested means HR sent it back with a note, and Rejected means HR stopped it with a reason. Approved joiners show their employee code.
Does the HR dashboard show onboarding progress?
Yes. The HR dashboard shows joiners due in the next 30 days, those who joined this week and onboarding by status, next to attendance, approvals and recruitment. The detailed list, with each joiner's completion and status, is in the Temporary list under Employees.