Hire

User Guide
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Contents
Getting Started with Hire ........................................................................................... 3
How to Get There ............................................................................................................................................... 3
Sorting by Column............................................................................................................................................. 3
Viewing an Employee’s Details..................................................................................................................... 6
Reviewing an Application .............................................................................................................................. 7
Pre-Q (Pre-Qualification)............................................................................................................................................ 7
Posi-Fit (Position Fitness) .......................................................................................................................................... 7
Reviewing an Assessment .............................................................................................................................. 8
Applicant Details ............................................................................................................................................ 10
Status Change Bar .......................................................................................................................................... 12
Changing a Status ......................................................................................................................................................... 12
Contact Details ................................................................................................................................................ 14
PredixStar Report ........................................................................................................................................................ 14
The “Things You Can Do” Menu ................................................................................................................. 14
Hire – Show All ............................................................................................................ 15
Hire – Onboarding ...................................................................................................... 15
Editing Employee Details ............................................................................................................................ 15
Completing the I-9 Form .............................................................................................................................. 17
Completing Section Two ........................................................................................................................................... 18
Completing the W-4 Form ........................................................................................................................... 21
Edit the W-4 Form ....................................................................................................................................................... 21
Forms .................................................................................................................................................................. 22
Tracking Onboarding Tasks and Forms ............................................................................................................. 22
Completing Manager Onboarding Tasks ............................................................................................................ 24
E-Verify .............................................................................................................................................................. 25
Submitting an E-Verify Case .................................................................................................................................... 25
Closing a Case ................................................................................................................................................................ 27
Case Results.................................................................................................................................................................... 28
Generating an Employee File ..................................................................................................................... 28
Resetting an Employee Password ............................................................................................................ 29
Enabling the Reset Password Configuration .................................................................................................... 31
Submit a Background Check....................................................................................................................... 33

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Add Hire for Non-talentReef Applicants ................................................................................................ 35

Applicant Portal Account .......................................................................................................................................... 36
Completing an Employee’s Onboarding ................................................................................................. 37
Hire – Completed ........................................................................................................ 38
Terminating an Employee........................................................................................................................... 40
Hire – Terminated ...................................................................................................... 41
Rehiring an Employee .................................................................................................................................. 41
Need More Help?......................................................................................................... 42

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Getting Started with Hire

In this user guide, you will learn the different actions available in the Hire section, along with
talentReef’s best practices to help you effectively manage your employees within the system.
Hire (sometimes referred to as “Onboarding”) is used to view all past and present employees in
your talentReef account. Manager and Admin users can take actions like completing employee
onboarding, reviewing and updating employee information, and rehiring terminated employees.
There are five sections within Hire. While each section serves a specific purpose, navigation is very
similar across all five. For example, you can access all sections via the “Jump To” menu. Plus, you
can do things like review applications, change statuses, and access the “Things You Can Do” menu
in every section.

• Hire – Show All

• Hire – Onboarding
• Hire – Completed
• Hire – Terminated
• Hire – E-Verify Management
You may see one or all sections above, depending on your account configurations. Review the
information below to see common features in every section.

How to Get There

You can access the Hire section in the upper
left corner of your account.

• Click “Jump To”.

• Click “Hire”, highlighted in green.
• Click the section you would like to
view:
o Hire – Show All
o Hire – Onboarding
o Hire – Completed
o Hire – Terminated
o Hire – E-Verify Management
You can switch between sections at any time
by revisiting the “Jump To” menu.

Sorting by Column
In every section of Hire, you will see details about your employees. By clicking the header for each
column, the details will sort for you. By clicking twice, you can sort forwards or backwards.

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For example, if you click the header for “Applicant Name”, your employees will be sorted in
alphabetical order from A-Z. Clicking again will sort from Z-A.
Sorting is available in all Hire sections. See each column below to learn the details of each column
and how to sort them.

COLUMN SORTS BY
APPLICANT NAME Alphabetical order

LOCATION Similar location

POSITION Similar position

MANAGER Hiring manager

DECISION Date the employee was hired

MODIFIED Date the employee’s status was last changed

Completion (check or no check)

NOTE: “E” stands for “Edit Employee Details”. A check

E
in this column indicates that employee details have
been reviewed and updated. This is required for all
employees.

Completion (check or no check)

I-9 NOTE: A check mark in this column indicates that the

I-9 has been completed by both employee and the
manager.

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Completion (check or no check)

W-4
NOTE: A check mark in this column indicates that the
W-4 has been completed by the employee.

Completion (check or no check)

WOTC
NOTE: A check mark in this column indicates WOTC
has been completed by the employee (if applicable).

Status:
• Blank Box or N/A - The case has not been
submitted.
• Green Check Mark - This indicates the case
has been submitted and closed, regardless of
the case result.
• Clock Icon - This indicates the case has been
E-V
submitted and is either:
o in process; or
o has reached a final status and should
be closed.

NOTE: The status icons reflect the status of the

employee’s E-Verify (if applicable).

Percent complete:
• Red Task Bar - New hire has tasks to
complete.
• Orange Task Bar - New hire has completed
their tasks. Action required by the manager.
FORMS
• Green Task Bar - Tasks are 100% completed.

NOTE: The percentage bar reflects the level of

completion for the employee’s onboarding (including
employee and manager actions).

Percent complete:
• Red Task Bar - New hire has tasks to
complete.
• Orange Task Bar - New hire has completed
TRAINING their tasks. Action required by the manager.
• Green Task Bar - Tasks are 100% completed.

NOTE: The percentage bar reflects the level of

completion for the employee’s training (if applicable).

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Status:
• O – They are in the “Onboarding” status.
• C – They are in the “Completed” status.
• T – The employee has been terminated.

NOTE: “S” stands for “Status”. This reflects the current

status of the employee within your talentReef system.
S
If you do not see any candidates in the completed or
terminated statuses and you know you have
candidates in that status, this could be due to the user
permission “Exclude Completed and Terminated
Records from View”. If you need access to these
records, contact your HR or Admin user to adjust the
corresponding user permission.

Viewing an Employee’s Details

When you’ve located the employee you’d like to view, simply click their name to expand their
details. For each employee, you can review and take actions like (see below, from left to right):

11. Application tile

22. Assessment tile

33. Silhouette (applicant details)

44. Status bar

55. Contact details/PredixStar Report

66. Location/position details

77. “Things You Can Do” menu

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Reviewing an Application
If your employee(s) have applied to your company via talentReef, you will have access to their
application for their current position and location. If an employee has held multiple positions at
your company, you will only see their original application (plus any updates to their profile, such as
change of address, phone number, etc). If you’d like to see details for previous employment, skip to
Applicant Details.

• Click “Jump To”.

• Click "Hire”.

• Select the section you would like to view.

• Click the employee’s name to expand their details.

• Click the application tile.

When viewing an application, you can browse multiple tabs of information. These tabs may vary
depending on your application configuration. You will see at least one of each of these tabs:

Pre-Q (Pre-Qualification)
• Profile information like contact info, education, employment, etc.
• The amount of information shown on this tab(s) will depend on how
much information your HR/Admin has chosen to collect during the
application process.

Posi-Fit (Position Fitness)

• Applicants will answer at least one posi-fit question, sometimes more.
• You can review the question(s), possible responses, and the applicant’s
selected response.

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• Navigate the Pre-Q and Posi-Fit tabs in the upper left.

• Click the pen icon in the upper right to view and print the signed application.
o NOTE: This feature is based on user permissions. If you do not see this feature,
please contact your admin user.
• Click the PDF icon in the upper right to download and/or save a copy of the application.
• Click the email icon in the upper right to send and share the application.

Reviewing an Assessment
If you use assessments during your application process, talentReef will record your employee’s
assessment score and display it on the “Assessment” tile. Based on your assessment criteria in
OutMatch, your applicant’s performance qualifications will be scored on a 4-point scale:

o Exceeds expectations o Questionable

o Meets expectations o Does not meet expectations

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• Click “Jump To”.

• Click "Hire”.

• Select the section you would like to view.

• Expand the employee’s details.

• Click the assessment tile (if applicable).

• The top section will call out

their overall "Performance
Index" and check for random
response to ensure they were
paying attention during the
assessment.

• The "Performance Sub-Scales

Analysis" portion will show
you the behavioral
characteristics the applicant is
tested on.

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• The "Interview" portion will

provide standard interview
questions based on the assessment.

• The “Probes” portion will suggest

questions to ask the applicant
specifically related to their
assessment results. These
suggestions are meant to learn more
about any “questionable” (yellow
caution sign) results in the
"Performance Sub-Scales
Analysis" portion. This gives the
applicant an opportunity to address
any of your concerns about their
qualifications.

Applicant Details
Applicant details (sometimes referred to as
“employee history”) is indicated with a silhouette
icon. You can access applicant details from any
section in Hire.
To view a candidate’s journey with your company,
you can view their history by clicking the silhouette.
This enables you to view all “applicant details” for
each position/location the employee has held,
including:

• When they applied to a position/location.

• When they were hired (and by whom).
• Any transfer history.
• Notes made about the candidate.
• Status change history.
• Attachments (such as forms or documents).

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• Click “Jump To”.

• Click "Hire”.

• Select the section you would like to view.

• Expand the employee’s details.

• Click the silhouette (which changes to a view icon when you hover).

• Click any current or previous positions/locations to see details.

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Status Change Bar

Statuses are used throughout the talentReef system to help you manage applicants and employees
at every part of the hiring process. Not only does status help you keep track of potential, current,
and previous employees, it can also trigger important actions like payroll. We recommend changing
the status for every applicant and employee as they progress through your company.
Within the Hire section, you will likely be changing statuses for new, existing, or previous
employees. This is an excellent way to maintain accurate employee records and create consistency
for HR tasks.

Changing a Status
During the application process, you can change an applicant’s status from the Source section. Once
you’ve hired an applicant, you will only be able to change their status from the Hire section.
Depending on the section you visit within Hire, you will see different options to change an
employee’s status. Check out the statuses available to update from each section.

When you’re in this section… …you can change to these statuses:

Completed
Hire – Show All Onboarding
Terminated

Completed
Hire - Onboarding
Terminated

Onboarding
Hire – Completed
Terminated

Onboarding
Hire – Terminated*
Completed

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Changing an employee’s status requires the “Update Status” user permission.

*If an employee is terminated as “Do Not Rehire”, the “Bypass Do Not Rehire Flag” permission
will also be required to change the status of a terminated employee.

• Click “Jump To”.

• Click "Hire”.

• Select the appropriate section for the

employee you want to change.

• Expand the employee’s details.

• Select the status change bar.

• Select a new status from the available drop-down results.

• Click “Save”.

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Contact Details
For every employee, talentReef will keep records of any contact information that was provided or
updated. Contact details include:
• Name
• Address
• Primary (phone number)
• Secondary (phone number)
• Social Security Number
• Email address

PredixStar Report
By clicking an employee’s name, you can access their PredixStar Report. This report is a
compilation of an applicant’s Pre-Q, Posi-Fit, and Assessment scores.
It’s designed to give you a wholistic view of an applicant to help you determine their qualifications
across many levels. Similar to viewing an application, you can download a PDF version or email the
report to share with others.

The “Things You Can Do” Menu

The “Things You Can Do” menu appears throughout the talentReef system. This helpful menu
gives you additional options to manage potential, current, and previous employees. While you will
find this menu in every section of Hire, you may only be able to edit or complete actions based on
the employee’s status. And, the options in this menu will vary slightly from section to section (ie.
Source vs. Hire).
In order to access the “Things You Can Do” menu:

• Click “Jump To”.

• Click "Hire”.

• Select the appropriate

section.

• Expand the employee’s

details.

• Find the menu on the

right.

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From this menu in the Hire section, you’ll find options to:

• Edit Employee Details

• I-9 – View and complete the Federal I-9
• W-4 – Review and Edit the Federal W-4
• Forms – View, Complete, and Review the candidates onboarding forms
• E-Verify – Submit an E-Verify Case
• Submit a Background Check
• Generate an Employee File
• Reset New Hire’s Password

Hire – Show All

The Hire – Show All section will show you all candidates that have been hired at any point. This will
include new hires/rehires who are still onboarding, employees who have completed onboarding
and terminated employees. This is a good section to view all employees at once, past and present.
While you can complete actions here, it is a best practice to take actions in the appropriate section
based on the employee’s status. For example, if you need to take action for an employee in the
“terminated” status, click to view the “Hire – Terminated” section and take action from there.

Hire – Onboarding
The Hire – Onboarding section is great for narrowing your view to employees who are currently
onboarding. This eliminates all other employees from view, making it quicker and simpler to help
new hires through onboarding. Here, you can identify remaining tasks to complete and change a
new hire’s status upon completion. Check out some of the common tasks within Hire – Onboarding.

Editing Employee Details

This is part of your onboarding tasks and must be completed in order to fulfill onboarding
requirements. To complete the “Edit Employee Details” task, you should collect acceptable forms
of identification from your new employee and confirm that the information provided in talentReef
is accurate. Any field marked with a red asterisk is required.
NOTE: you can also use “Edit Employee Details” to transfer an employee to a different location,
department, reporting manager or position.

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• Click "Jump To”.

• Click “Hire”.

• Select the “Onboarding” or “Completed” sections.

o NOTE: If you have Employee Management (goals, warnings, and evaluations), and if
the employees’ status is “Completed”, you will need to complete this in “Jump-To >
Employees – Active”.

• Click the employee's name to expand their details.

• Click "Edit Employee Details" in the “Things You Can Do” menu on the right.

• Ensure that all the information provided is correct and make any necessary changes. (This
information is taken from the employee’s profile/application.)
• Confirm name and basic contact information.

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• Select whether the employee is using a Social Security Number (U.S.) or Social Insurance
Number (Canada) and enter the corresponding number.

• Enter or confirm birth date.

• Finalize job fields (i.e. location, position, pay rate/type).

• Select the employee's start date.

• Click "Save Changes".

Completing the I-9 Form

The new hire will complete section one of the form in the applicant portal. Once this has been
completed, it is the manager’s responsibility to complete section two.
Not sure if the applicant has completed section one yet? Check out the Forms section of this guide.

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Completing Section Two

• Click the "Jump To" menu.

• Click "Hire – Onboarding".

• Click the applicant's name to expand their

details.

• Select “I-9” from the “Things You Can Do”

menu on the right.

• Review the information in section one and

make sure it is correct.
o If the information is not correct, do not proceed. Go to the "Forms" section and undo
section one of the I-9 so the employee can redo the form correctly.

• If all the information is accurate, click “Next”.

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Identity and Employment Authorization Documents

• Select the radio button next to either List A OR a combination of BOTH List B and List C.

• Select the document type from the drop down menu. Required fields for the document will
be highlighted.

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Certification Section

• Enter the employees first day of work.

• Enter your name in the fields provided for the Employer or Authorized Representative.
• Check to ensure your title and store location information is correct.

• Enter your talentReef login password and then click "Digitally Sign". Your digital signature
will appear in the spot designated for the manager signature.
• Select "Finish" to complete the I-9.

• The page will close and redirect you back to the Employee Details page.

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Completing the W-4 Form

New hires will be required to complete a federal W-4. The manager can view the PDF or update the
W-4 with the new hire via the management console. If the form needs to be reviewed or edited, it
will need to be done from the Hire – Onboarding section.

Review the W-4 Form

• Click the applicant's name to expand their details.
• Select “W-4” from the “Things You Can Do” menu on the right.
• A pop-up will display on the screen with a time stamp of when the form was completed.
• Click "Review PDF" to review the document.

Edit the W-4 Form

• Follow steps from above (Review the W-4 Form).
• Select "Update W-4".

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• Make any necessary changes to the form.

o NOTE: Because this is a federal form, the new hire will need to sign the updated
document using their applicant portal password to save your changes.
• Select "Digitally Sign".
• Select "Submit".
• The form will now be updated.

If you are unsure whether your new hire has completed the W-4, see the Forms section of this
guide.

Forms
Paperless employee onboarding allows you to manage your hiring process with ease. In the Hire –
Onboarding section, you can track each employee’s progress through onboarding. This includes
employee and manager tasks. Learn how to identify incomplete onboarding tasks and forms, and
who needs to complete them.

Tracking Onboarding Tasks and Forms

To start tracking the onboarding tasks and forms for an applicant, go to the Hire – Onboarding
section. Using the “Forms” column, you can sort employees based on completion. If your employee
needs guidance, they’ll find help completing their new hire tasks here.

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Forms Percentage Bar

The "Forms” column will quickly show the progress of a new hire through the onboarding process.
The percent completion reflects how many tasks have yet to be completed. The color of the
percentage bar reflects who needs to take action before onboarding will be complete.

• Red - New hire has tasks to complete.

• Orange - New hire has completed their tasks. Action is needed by the manager.
• Green - Tasks are 100% completed by both the new hire and the manager.

Forms Tab and Statuses

In order to complete the hiring process, the forms will need to
reach 100% and the status bar will turn green. This happens
once the new hire and manager have both finished their
portion of the forms.
To identify which forms are incomplete:
• Click the employee’s name to expand their details.
• Click “Forms” from the “Things You Can Do” menu on
the right. This will open the “Onboarding Tasks” list.

In the status column, you can easily view which forms are pending employee or manager action.

• A red “X” - the employee needs to complete the form. You may need to contact the employee
to request their attention.

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• A yellow exclamation mark – the manager needs to complete the form. You may need to
review the form, complete any necessary items and/or enter your electronic signature.
• A green check mark – the form is complete by all required parties.

Learn more about how to track onboarding tasks and forms for additional help.

Completing Manager Onboarding Tasks

From the “Outstanding Tasks” list, any forms marked with a yellow exclamation mark will require a
manager action and/or signature. Continue the steps below or check out how to complete manager
tasks to ensure a smooth hiring process.
• Continue from the steps above to view the “Onboarding Task List”.
• Identify forms that require manager action, indicated by the yellow exclamation mark.
• Click the name of the form to complete the manager task.
• Complete any required fields, and electronically sign the form by clicking "Digitally Sign”
and typing your login password.

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• Upon digitally signing and saving, the yellow action icon will change to a green check,
meaning the task is complete.

NOTE: Managers must always complete section two of the I-9. Check out how to complete the I-9.

E-Verify
Once you have completed section one and two of a new hire's I-9 form, you will be able to process
an E-Verify case. Learn the steps of submitting and closing an E-Verify case.

Submitting an E-Verify Case

• Click the "Jump To" menu.
• Click "Hire – Onboarding".
• Click the new employee's name to expand their details.
• Select ”E‐Verify" in the "Things You Can Do" menu on the right.

• The first screen displayed will show information from the employee's I-9. To ensure a
smooth E-Verify process, confirm all the new hire’s information for accuracy.
• Click "Submit".

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• If all information is confirmed with the Social Security Administration and the
Department of Homeland Security, you will immediately receive the "Employment
Authorized" result displayed at the top of the screen.

If you do not receive the "Employment Authorized" result, skip to case results to browse
additional possibilities and identify next steps.

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Closing a Case
Upon receiving the "Employment Authorized" result, your next step will be to close the case. This
is the last step in the verification process, and it is required.

• Click "Close Case".

• Two questions will be displayed. By default, talentReef will pre-select your responses based
on the case result you have received.
• Review the selections for accuracy.

• NOTE: If you decide to change the pre-selected responses, you will be asked to confirm your
changes.

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• Select "Close Case" once again and the case will be complete.

Case Results
When processing an E-Verify case, you may receive any of the case results below. Click any case
result to find out more.

• Employment Authorized
• Case Incomplete
• DHS Tentative Nonconfirmation
• DHS Final Nonconfirmation
• DHS Case in Continuance
• DHS Verification In Progress
• SSA Tentative Nonconfirmation
• SSA Final Nonconfirmation
• SSA Case in Continuance
• Review and Update Employee Date

Generating an Employee File

talentReef keeps digital copies of your employees’ completed forms. By generating an employee file,
you can select which forms you would like to see and talentReef will consolidate the forms into a
digital file for you to save, print and share.

• Click “Jump To”.

• Select “Hire”.

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• Locate the employee who you would like to generate a file for and expand their details.
• Select “Generate Employee File” from the “Things You Can Do” menu.
• Select which items you would like to generate as part of the file by checking the
corresponding boxes.
• Click “Generate”.

Resetting an Employee Password

If a new hire is having trouble logging into their applicant portal account, you have the ability to
trigger a reset password email. Please note, this only applies to employees in the "Onboarding"
status. If the employee needs to change their password at any other stage, they can do so by using
the “Forgot Password” option on the applicant portal.

How to Trigger the Reset Password Email

To send a new hire the reset password email:

• Click "Jump To".

• Click "Hire - Onboarding".
• Locate the new hire whose password you are looking to reset.
• Expand their details.
• Select "Reset New Hire's Password".

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• Confirm the action by clicking "Ok".

Applicants will receive an email similar to the one displayed below:

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If you do not see the "Reset New Hire Password" option as described below, please contact your
admin user for help. If you are an admin and would like to enable this feature, read how to enable
the reset password configuration.

Enabling the Reset Password Configuration

If a new hire is having trouble logging into their applicant portal account, managers can help by
triggering a reset password email. To enable this feature for all managers:

• Click "Jump To".

• Click "Admin".
• Select "Configure" for the "Onboarding" card.

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• Click "Configure" for "Onboarding Configurations".

• Select whether you will allow managers to trigger the password reset email for new hires.

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• Select "Submit".

NOTE: This only applies to employees in the "Onboarding" status. If the employee needs to change
their password at any other stage, they can do so by selecting the “Forgot Password” option on the
applicant portal.

Submit a Background Check

Once you request a background check, this may open the “Submit Background Check” option.
Based on user permissions, you may not see this option. Contact your HR/Administrator with
questions.

• Click "Jump To".

• Click "Hire - Onboarding".
• Click the employee to expand their details.
• Select “Submit Background Check” from the “Things You Can Do” menu.
• Confirm that:
o there is a check mark.
o the Date of Birth was collected.
o the D&A is on file (Disclosure and Acknowledgement Agreement).
• Select “Submit for Background Check”.
The next page is the candidate’s basic information.

• Check that the information entered is accurate and enter any missing information. All
required fields are marked with a red dot (●).
• Click “Save and Next Step” to continue.

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• Confirm which package should be checked off. This is pre-assigned on a Location and
Position basis. To learn more about each package, click on the blue title to expand details.
• Confirm the box in the lower left is checked, stating the D&A release has been received.
• Click “Save and Next Step”.

The final page will confirm the information that is being submitted.

• Review once more and select “Submit Background Check”.

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Add Hire for Non-talentReef Applicants

The "Add Hire" option is a great way to upload employees to your management account who did
not go through the talentReef application process. This feature allows you to upload an employee
directly to the Onboarding stage of the hiring process.

NOTE: In order to add hires to your account, you need the "Create Ad Hoc Onboarding Record" user
permission. If you don't have this user permission, contact your HR or admin for help.
To add an employee to your management account via the "Add Hire" feature:

• Click “Jump-To”.
• Click “Hire - Onboarding”.
• Locate “+ New” in the top right corner of your screen.

• Select “+ Hire”.
• Complete the fields for the hire. All fields marked with a red dot are required fields.

• Click “Save New”.

• Click “Ok”.

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Applicant Portal Account

When using the "add hire" feature, the employee will be uploaded directly to the Onboarding
section of your management console. This will automatically create a new account for the employee
on your company’s applicant portal.

Email Notifications
Automated email notifications will be sent to the employee to inform them of their new account on
the applicant portal, including their new tasks to complete.

New Account:

New Tasks:

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Login Credentials
Upon adding hires, employees are given an automated password for their new applicant portal
account. The default login information for the employee's account is:

• Phone Number – The phone number entered when adding the hire.
• Password – This will be the hire’s last name (starting with a capital letter) and their
birthday in the form MMDD.

Example:
Name: Mary Smith
DOB: 05/16/68
Password: Smith0516
If the applicant would like to change their password, they can do so directly from the applicant
portal by using the “Forgot Password” option.

Completing an Employee’s Onboarding

The final step of the onboarding process is updating the status of your new hire to
"Completed". This is a great way to create time stamps for when employees complete onboarding.
You may want to refer to this information later throughout your employee’s journey with your
company. It’s also helpful in maintaining organization in talentReef account.

If you do not complete this step, your employee will NOT appear in your Employee Export for
payroll when using the "employee hired" event (if applicable).

To change a new hire’s status to “Completed”, you must have check marks under the “E” (Edit
Details), I-9, W-4, and WOTC. The E-Verify request (if applicable) must have been submitted, and
the Forms box must be green and at 100%.

• Click “Jump-To”.
• Click “Hire - Onboarding”.
• Click on the employee to expand their details.
• Click on the status change bar.

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• Select “Completed” from the status

drop down menu.

• Click "Save".

Once the page is refreshed, the employee will appear under the "Completed" section instead of
"Onboarding".

Hire – Completed
The Hire – Completed section will show you all current employees. This is a great section to use for
updating employee information and reviewing completed forms.
For example, if you need an employee’s emergency contact information, you can find their records
and review the “forms” tab in the things you can do menu.
This section is commonly used to:

• Transfer an employee

• Change an employee’s status to “Terminated”

• Generate employee files

Transferring an Employee
By editing employee details, you can transfer an employee to a different position or different
location within your company. There are several reasons why you may want to transfer an
employee. For example, maybe they have relocated or maybe they’ve been promoted to a different
position. You can transfer a current employee in a few simple steps.

• Click "Jump To”.

• Click “Hire”.

• Select the “Onboarding” or “Completed” sections.

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o NOTE: If you have Employee Management (goals, warnings, and evaluations), and if
the employees’ status is “Completed”, you will need to complete this in “Jump-To >
Employees – Active”.

• Click the employee's name to expand their details.

• Click "Edit Employee Details" in the “Things You Can Do” menu on the right.

• Make any changes for the transfer, like:

o Location
o Department
o Reports To
o Position

• Click “Save Changes”.

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Terminating an Employee
If you or your employee decide to terminate employment, it’s important to update their status in
talentReef. This is a best practice for maintaining accurate HR records and easy account
management.
Depending on your user permissions, you can take this action from the Hire – Completed, Hire –
Onboarding, and Hire – Show All sections. When you update an employee’s status to “Terminated”,
they will move to the Hire – Terminated section. They will also be removed from active employee
reports.

• Click “Jump To”.

• Click "Hire”.

• Select any of the “Completed”, “Onboarding”,

or “Show All” sections.

• Select the employee to expand their details.

• Select the status change bar.

• Select “Terminated” from the

drop down menu.

• Select a new stage. This reflects

the circumstances of the
termination:
o Positive
o Neutral
o Do Not Rehire

• Select the date of termination.

• Click “Save”.

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Hire – Terminated
This section will show you all employees that have been terminated within your talentReef account.
Just like other sections within Hire, you can review an employee’s details and forms. From this
section, you can also rehire employees.

Rehiring an Employee
You have the option to rehire a previously terminated employee from the Hire – Terminated
section.
If the employee is marked as “Do Not Rehire”, you must have the “Bypass the Do Not Rehire Flag”
user permission to rehire them. Contact your HR or Admin user to get this permission.

• Click “Jump To”.

• Click "Hire – Terminated”.

• Select the employee to expand their details.

• Select the status change bar.

• Change the employee’s status to “Onboarding” or “Completed”.

• Click “Save”.

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