New Hire Onboarding Journey Guide
This guide explains the complete onboarding journey from the moment a candidate accepts an offer through their first weeks as an employee. Whether you’re a new hire preparing to join, or HR/manager facilitating the process, this guide covers everything you need to know.
1. The Onboarding Journey Overview
MangoApps provides a seamless three-phase onboarding experience:
| Phase | Access Method | Duration | Who Uses It |
|---|---|---|---|
| Preboarding | Secure email link (no login required) | Offer acceptance → Day 1 | New hires |
| Day 1 Conversion | Admin interface | Employee’s first day | HR/Managers |
| Active Onboarding | Login with work email | Day 1 onwards | Employees |
2. Phase 1: Preboarding (Before Day 1)
What is Preboarding?
Preboarding is the period between when a candidate accepts an offer and their first day of work. During this time, new hires can prepare for their new role without needing company login credentials.
How New Hires Access Preboarding
When preboarding begins, new hires receive an email with a secure link to their personal preboarding portal. This link works without requiring a password or account—perfect for candidates who don’t yet have company credentials.
What the Preboarding Portal Includes
📋 Tasks Tab
- Forms to complete (tax forms, direct deposit, emergency contacts)
- Documents to review and acknowledge
- Checklists to prepare for Day 1
🎬 Welcome Tab
- Introduction videos from leadership
- Company culture guides
- Team and department overviews
- FAQs for new hires
👥 Team Tab
- Your hiring manager’s profile
- Your assigned mentor
- Your onboarding buddy
- Department contacts
📅 First Day Info Tab
- When to arrive
- Where to go
- What to bring
- Who to meet
Benefits of Completing Preboarding Early
| Benefit | Impact |
|---|---|
| Less first-day paperwork | Get administrative tasks done before you arrive |
| Reduced anxiety | Know exactly what to expect on Day 1 |
| Faster productivity | Hit the ground running from your first day |
| Stronger connection | Feel part of the team before you officially start |
3. Phase 2: Day 1 Conversion
What Happens on Day 1
When the new hire arrives for their first day, HR or the hiring manager uses a simple wizard to convert their candidate account into a full employee account.
The Conversion Wizard (4 Steps)
Step 1: Verify Candidate Information
- Review pre-filled name, phone, and email
- Make corrections if needed
- View preboarding completion status
Step 2: Assign Employee Details
- Work email (becomes their login)
- Department assignment
- Manager/Reports To
- Job title confirmation
- Employee ID (optional)
Step 3: Configure Access
- Send welcome email with login instructions
- Transfer incomplete preboarding tasks
- Set up system access
Step 4: Review & Confirm
- Summary of all information
- Confirmation checkbox
- Click “Convert to Employee”
What the New Employee Receives
After conversion, the new employee receives a welcome email containing:
- 🔐 Login credentials — Work email and temporary password
- 🔗 Portal link — Direct access to the employee portal
- 📋 First day reminders — Arrival info and checklist
- 👋 Welcome message — Personalized greeting from the company
4. Phase 3: Active Onboarding (Day 1+)
The Employee Portal Experience
Once converted, employees log into MangoApps with their work email and password to access their personalized onboarding dashboard.
What’s Available After Conversion
| Feature | Description |
|---|---|
| Complete Tasks | Finish any remaining forms, documents, and checklists |
| Access Training | Begin required and recommended training courses |
| View Schedule | See onboarding meetings and orientation sessions |
| Connect with Team | Message colleagues and view the org chart |
| Track Progress | Monitor your onboarding completion percentage |
| Use Company Apps | Access all enabled MangoApps applications |
What Happens to Incomplete Preboarding Tasks?
When an employee is converted, any tasks they didn’t complete during preboarding automatically transfer to their active onboarding:
- ✅ Continuing tasks remain in their task list
- ❌ Preboarding-only tasks (if any) are marked as completed/cancelled
- 📊 Progress carries over — nothing is lost
5. The Complete Journey Flow
6. For HR and Managers
Starting Preboarding
- Navigate to Onboarding Hub in the main menu
- Select the new hire’s onboarding plan
- Click Begin Preboarding to send the welcome email
- The new hire receives their portal link automatically
Converting to Employee on Day 1
- Navigate to Onboarding Hub → Select the new hire’s plan
- Click Convert to Employee
- Complete the 4-step wizard
- Click “Convert to Employee” to finalize
- The new hire receives their login credentials via email
Monitoring Progress
- Plan Dashboard — View real-time completion percentage
- Task Tracking — Monitor individual item completion
- Notifications — Receive alerts for overdue items
- Reports — Generate onboarding metrics reports
7. Frequently Asked Questions
For New Hires
Q: I lost my preboarding portal link. What do I do?
A: Contact your HR representative or hiring manager. They can resend the preboarding email with your secure link.
Q: Can I complete preboarding tasks from my phone?
A: Yes! The preboarding portal is mobile-friendly and works on any device with a web browser.
Q: What if I don’t finish all preboarding tasks before Day 1?
A: No problem! Incomplete tasks automatically transfer to your active onboarding. You can complete them after your first day.
Q: When will I receive my login credentials?
A: On your first day, HR will convert your account and you’ll receive an email with your work email and temporary password.
Q: Do I need to change my password?
A: Yes. For security, you’ll be prompted to set a new password the first time you log in.
For HR/Managers
Q: When should I start preboarding?
A: We recommend starting preboarding as soon as the offer is accepted—ideally 1-2 weeks before the start date.
Q: What if the new hire doesn’t show up on Day 1?
A: Don’t convert the account until you’ve confirmed the employee has arrived. The preboarding plan can remain active.
Q: Can I customize the preboarding content?
A: Yes! Use Manage Content in the Onboarding Hub to add welcome videos, guides, FAQs, and other role-specific resources.
Q: What if I need to change employee details after conversion?
A: You can edit employee information through the user management section after conversion is complete.
8. Key Benefits Summary
| Stakeholder | Key Benefits |
|---|---|
| New Hires | Less Day 1 stress, better preparation, faster productivity, stronger team connection |
| HR Teams | Streamlined process, automated notifications, compliance tracking, reduced paperwork |
| Managers | Pre-connected team members, reduced training overhead, engaged employees from Day 1 |
| Organization | Higher retention, faster time-to-productivity, consistent onboarding experience |
For technical support or questions about the onboarding process, contact your MangoApps administrator or visit the Help Center.