Overview
This article is for all users who need to send new hire or rehire applicant information from isolved Applicant Tracking to isolved HCM. It explains how to enable SSO, start the integration from an application record, select onboarding options, send data and documents, and review onboarding statuses.
How To Use The isolved Applicant Tracking To isolved HCM Integration
Important: Enable Single Sign-On (SSO) to move from isolved to isolved Applicant Tracking without a separate login.
Start From The Application Record
Open the applicant’s record and select the Onboarding tab.
Select the isolved tab.
Click Start Process to begin sending the candidate to isolved.
Select Legal Code And Hire Type
From the Legal Code dropdown, select the desired isolved Legal Code. The values come from your isolved settings.
Choose a hire type:
New Hire Onboarding: Use if the applicant has never worked for your organization.
Rehire Onboarding: Use if the applicant worked for your organization previously and you are initiating rehire paperwork. Rehire is only available for employees who have a termination date and status in isolved and are marked as eligible for rehire.
Important: Employees must be rehired under the same Legal Code as the original hire. If hiring under a different Legal Code, onboard the person as a new hire instead.
New Hire Onboarding
Click Start New Hire Process.
Select an Onboarding Template from the dropdown. Additional dropdowns may appear based on the template and can take a moment to populate from isolved.
Choose an Assigned Manager and/or Supervisor from their dropdowns.
Continue filling in the form:
Select Work Location, Division, Department, and Job Title from their dropdowns.
Verify and, if needed, correct the applicant’s legal name and contact details in First Name, Middle Name, Last Name, and Phone. For example, if someone applied as “[REDACTED NAME]” but the full legal name is “[REDACTED NAME],” correct this before sending.
Select the Start Date.
Select Pay Frequency and enter either Pay Per Period (salaried) or Hourly Pay (hourly).
Note: New hires may have multiple pay rates (for example, different shifts or on-call). Hourly Rates and Pay Per Period are different; isolved uses Pay Per Period.
In Additional Included Fields, select any data to include (for example, HR Data Survey, Documents, Employment History, Education History). If eForms are enabled, you can opt to send eForms Without Approvers or Notes by selecting the checkbox; this hides approver and notes information from the applicant.
The list shows only the options actually available for this applicant. For example, if eForms are enabled but the applicant did not complete an eForm, eForms will not be selectable.
In Application Status Update, review the pre-selected application status or choose a different status from Update Application Status To.
Click Send.
After you click Send:
You are redirected to the Start Process screen with a new log entry displayed.
The Employee ID updates when a response is received from isolved.
New hires initiated through the integration appear on the Pending EE Dashboard on the New Hires tab in isolved HCM.
Rehire Onboarding
Use Rehire Onboarding if you are rehiring a former employee and initiating rehire paperwork.
Important: Rehiring is only available for employees who have a Termination Date and Termination Reason (status) in isolved and are marked as Eligible for Rehire.
Click Start Rehire Process.
The system searches isolved employee records for a match to the applicant by comparing:
Employee and applicant first and last name.
Employee and applicant email.
Employee and applicant phone numbers.
Review matching results:
Applicant Match Found: An exact match on name, email, and phone. Click Select & Continue to open the onboarding form and auto-fill available fields.
Partial Match Found: One or more close matches. Click Select & Continue to open the onboarding form and auto-fill selected fields.
No Matches Found: Click Manual Search to open the list of employees eligible for rehire, or click Start New Hire Process to onboard as a new hire.
Use Manual Search at any time:
Click Manual Search.
Use the Search field and/or Job Title dropdown to narrow results.
Select the individual using the radio button.
Click Continue to open the onboarding form and auto-fill select fields, or click Cancel to exit without saving.
After selecting an employee, complete the onboarding form as described under New Hire Onboarding.
Rehires initiated through the integration appear on the Pending EE Dashboard on the Rehires tab in isolved HCM.
Resend Applicant Data
The Resend buttons appear only if:
The Sent to isolved status in isolved Applicant Tracking shows “Complete” (the applicant must be “Hired” in isolved HCM), and updated forms/documents exist to send.
The forms/documents were sent after September 27th, 2022 (earlier items are not eligible).
To send new/updated information:
Open the application record.
Select the Onboarding tab, then select the isolved tab.
Open the desired section using the arrow. Sections display when new information is available to send or if documents from that section were resent in the past.
Click Resend to send the form/document to isolved.
Behavior and error handling:
Documents can be sent multiple times; only the most recent submission timestamp displays in isolved Applicant Tracking. All versions are stored and displayed in isolved HCM.
If a document has ever been resent, the Resend button remains visible. If you are unsure whether a document contains the most recent information, check history in isolved HCM, then click Resend if an update is needed.
After clicking Send or Resend, a success message displays.
If the form fails to send, the Date Sent timestamp does not change and an error message displays. Refresh the page and try again. If the error persists, please contact our Support Team.
View Results
Applicants invited to start onboarding display an application tag labeled isolved next to their name.
After completion, a checkmark appears on the tag.
Hover over the tag to see the current status: In Progress or Complete.
Process For The New Employee
After you initiate onboarding, the new hire receives an email prompting them to log into isolved.
Clicking the link in the email opens the New User Account setup page.
After completing the form and selecting Continue, the new hire is directed to isolved to complete the onboarding package. No information is brought back into isolved Applicant Tracking.
Combined HireForms and isolved Integration
If you use both HireForms and isolved, a special integration bridges onboarding information from HireForms to isolved during onboarding.
isolved Onboarding Statuses
Invited: The applicant has been sent to isolved HCM.
Email Sent: Confirms the onboarding email was sent so the applicant can create a login and complete onboarding actions.
Waiting on Employee: The employee has not started their assigned tasks.
Employee Actions In Progress: The employee has started but not finished their tasks.
Waiting on Employer: The employer has not started their assigned tasks.
Employer Actions In Progress: Employer tasks have been started but not completed.
Available to Hire: All necessary tasks are completed; the final hire confirmation is ready in isolved HCM.
Deleted: The pending employee was deleted and never hired.
Reporting/Troubleshooting/Best Practices
If dropdown values (for example, Legal Code, Division, Job Title) appear incorrect, they come from your isolved settings. Please contact your isolved Representative to request changes.
Rehire matching uses first/last name, email, and phone. If no match is found, use Manual Search or proceed with Start New Hire Process.
If you receive this rehire error — “The request is not valid. Assign Manager Employee is not permitted to be assigned as a manager.” — you will need to get in touch with isolved to correct the Assigned Manager on the employee record, or bypass the Assigned Manager option in the isolved onboarding template inside Applicant Tracking.
For compensation, ensure you select the appropriate Pay Frequency and enter either Pay Per Period (salaried) or Hourly Pay (hourly). isolved uses Pay Per Period.
Complete as many fields as possible before sending to isolved to reduce downstream edits and speed up onboarding.
FAQs
What if the information in the dropdown menus is wrong?
This information is based on your settings in isolved. Please contact your isolved Representative if changes are needed.
What data is passed using the integration?
Please click the following link to see what data is pushed from isolved Applicant Tracking to isolved via the integration.
What determines which application status is displayed in the Application Status Update section?
The system defaults to the status with a designated Hired status type. If your organization has more than one hired status, it defaults to the first one in the list.
A different default status can be designated by selecting Click Here To Configure Default Status. Admin users can refer to the “Configure a Default Status for isolved Integration” user guide for more information.
Statuses listed under the “Hired Status” header are based on the application status Type of “Hired” when Admin users create an Application Status.
Is there an application tag for this integration?
Yes. Applicants invited to start onboarding display an application tag labeled isolved. After completion, a checkmark appears on the tag. Hover over the tag to see the current status: In Progress or Complete.
I have a question about what I see in isolved. Who should I contact?
If the question is about isolved, please contact your isolved Representative. Our Support Team does not have access to your isolved account.
If the question is about our software, or if you think the integration is not working, please contact our Support Team.
I see this error when working on a rehire: “The request is not valid. AssignManager Employee is not permitted to be assigned as a manager.” What should I do?
Get in touch with isolved to correct the Assigned Manager associated with the applicant, or bypass the Assigned Manager option in the isolved onboarding template inside Applicant Tracking.
Are these statuses only on the ATS side or also visible in HRIS?
The additional statuses are not yet visible outside of ATS, but visibility in HRIS is coming soon.