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When a candidate has accepted their offer and all pre-employment checks are complete, you convert them to a staff member. This creates their platform account, transfers their candidate data to their staff profile, and sends them a welcome email with instructions to set up their login.

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Before you convert

The Convert to Staff Member button only becomes available once the candidate’s stage is set to Offer Accepted. To reach this stage:
  1. Record the offer in the Offer tab — include the role, centre, start date, employment type, and method of offer
  2. Set the outcome to Accepted — this automatically advances the stage to Offer Accepted and unlocks the convert button
Make sure the Safety Check tab is complete before converting — police vetting records and identity documents should be in place, as they carry across to the staff profile automatically.

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Running the conversion

From the candidate’s Overview tab, click Convert to Staff Member. A modal walks you through two steps: Step 1 — Confirm details. Review the pre-filled details from the candidate record and offer:
  • Full name and preferred name
  • Email
  • Job title (from the offered role)
  • Employment type
  • Start date
  • Centre assignment — select which centre(s) they’ll work at and which is their primary centre
  • Role — Staff or Admin
Step 2 — Assign induction training. Select an induction template to assign to the new staff member. This creates their induction training sessions automatically, ready for them to complete after they accept the invitation. Click Convert to complete the process.

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What happens after conversion

  • An invitation email is sent to the new staff member with a link to set up their password
  • Their staff profile is created, pre-filled with details from their candidate record
  • Police vetting records are linked to their staff profile
  • Their induction training sessions are created and appear in their Training tab
  • Once they accept the invitation and set their password, a welcome email is sent with a link to their induction training
  • The candidate record is marked as Hired and hidden from the default candidates list

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Their staff profile

After conversion, the staff member’s profile is accessible under Staff. Their Details, Compliance, Qualifications, Training, and Documents tabs are pre-populated from the candidate record — you won’t need to re-enter their information.