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Transfer to HR — User Guide

Transfer to HR — User Guide

Module: Recruitment
Audience: HR administrators, recruiters
Version: 1.0.0
Last updated: 2026-07-22

Overview

Transfer to HR moves a hired candidate into the staff directory as a new employee. Use it after a candidate reaches Elect status (hired). The system creates a staff profile, marks the candidate as Transferred, and sends any notification emails you configured under Recruitment → Setting → Transfer personnel.

Prerequisites

  • Permission: Recruitment → Edit (or administrator) to see the transfer button.
  • Candidate status must be Elect (status 6 on the kanban).
  • Recommended: Configure Transfer personnel email steps before your first transfer.
  • Optional: HR Profile module active for organisation-specific staff code prefixes.

Step-by-step: Configure transfer emails (first time)

  1. Go to Recruitment → Setting.
  2. Open the Transfer personnel tab.
  3. Click New step and set:
    • Order — sequence (1, 2, 3…)
    • Send to — candidate, specific staff, or department manager
    • Subject and Content (email body)
    • Optional attachment
  4. Repeat for each notification step. Click Submit on each.

Expected result: Ordered steps appear in the table. They run automatically when a transfer is submitted.

Step-by-step: Transfer a candidate

  1. Go to Recruitment → Candidate profile.
  2. Find a candidate in the Elect column (or with Elect status in the table view).
  3. Click Transfer HR records.
  4. On the Staff profile tab, review and complete:
    • Staff code (auto-generated; editable)
    • Name, email, phone, and personal details (pre-filled from candidate)
  5. If you are an administrator, open the Permissions tab to assign a role and permissions.
  6. Click Transfer.

Expected result: A success message; the candidate moves to Transferred status. A new staff member appears in the staff directory. Configured emails are sent.

Field reference

Field Notes
Staff code From HR Profile prefix/sequence when module active; otherwise EC + number
Email Must be unique — not already used by another staff member
Personal fields Pre-filled from candidate record; update as needed
Permissions Admin-only tab; defaults to system default staff role

Common issues

Symptom Likely cause What to do
No transfer button Candidate not in Elect status Update candidate status on kanban first
Button missing Missing Edit permission Request recruitment edit access
Email already exists error Staff record with same email Change email or link to existing staff manually
No notification emails Transfer steps not configured or SMTP not set Configure Transfer personnel; verify SMTP in system settings
Wrong staff code format HR Profile not active Activate HR Profile or accept default EC prefix
Default password concern System sets a hidden initial password Have the new staff member reset password on first login

Related features

  • Recruitment → Candidate profile — source candidate data and status workflow
  • Recruitment → Setting → Transfer personnel — email notification steps
  • HR Profile — staff code prefix and numbering (when module active)
  • Staff directory — destination for the new employee record

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