When you convert a candidate into an employee, some information is automatically pre-filled in the employee creation wizard. Other information, such as documents and hiring process data, is handled separately or remains in the candidate's application.
This article explains what information is transferred, where it comes from, and what you need to complete manually.
Overview
When you select Convert into employee from a candidate's application, Factorial opens the standard employee creation wizard.
Some fields are automatically pre-filled, but they remain editable. The information used to create the employee is the information shown in the wizard at the time you complete the process.
How to use
- In your sidebar, go to Recruitment
- Open the candidate's application.
- Click on Move to phase
- Click on Hired
- Review the information pre-filled in the employee creation wizard
- Complete any fields that were not pre-filled
- Edit any pre-filled information if needed
- Complete the employee creation process
Information transferred automatically
The following information is pre-filled in the employee creation wizard:
| Information | Where it comes from |
|---|---|
| First name | Candidate |
| Last name | Candidate |
| Candidate | |
| Team | Job posting |
| Workplace | Job posting |
| Phone number | Offer letter |
| Salary | Offer letter |
| Contract start date | Offer letter |
If the application is associated with a vacancy in the hiring plan, the employee is also linked to that vacancy. If it is not, you can select a vacancy during the employee creation process.
Documents transferred automatically
Documents are transferred separately from the pre-filled fields.
When the employee is created:
- The CV associated with the application is copied. If there is no CV associated with the application, the first CV available for the candidate is copied.
- The PDF of the offer letter is copied if an offer letter exists. It is saved as Offer - First name Last name.
These documents are added to My documents, inside the My application files folder, and are visible to the employee.
Information that is not transferred
The following information from the offer letter is not pre-filled and must be completed manually in the employee creation wizard:
- Contract type
- Position
- Role and level
- Workplace type
- Legal entity
- Hiring manager
- Team manager
The following personal information must also be entered manually:
- ID number (DNI/NIE)
- Social Security number
- Date of birth
- Address
- Nationality
- Gender
- Bank details
Other candidate documents, such as the cover letter, candidate photo, and offer letter drafts, are not copied.
Information related to the hiring process also remains in the candidate's application. This includes evaluations and feedback, notes, application form responses, tags, source and medium, rating, emails, and interviews.
If the phone number, salary, or contract start date are not pre-filled, it is because these fields come from the offer letter, not from the candidate's profile. If no offer letter has been created, these fields will not be pre-filled.
Pre-filled fields can be edited during the conversion. If someone changes a value in the employee creation wizard, the value entered there is used when creating the employee.
If the candidate's other information is not visible in the employee profile, this is expected. Only the information listed in the Information transferred automatically section is pre-filled. Other candidate and ATS information remains in the application.
Tips and best practices
- Review all pre-filled information before creating the employee. You can edit it directly in the employee creation wizard.
- Check the offer letter if you expect the phone number, salary, or contract start date to be pre-filled.
- If no offer letter has been created, the phone number, salary, and contract start date will not be pre-filled.
- Remember that changing a pre-filled value in the wizard overrides the original information for the new employee.
- Check the employee's documents after conversion if you need to confirm that the CV or offer letter was copied.
FAQ
-
Which candidate information is transferred directly to the employee?
The candidate's first name, last name, and email are pre-filled in the employee creation wizard. The team and workplace come from the job posting, while the phone number, salary, and contract start date come from the offer letter.
-
Are pre-filled fields editable?
Yes. You can edit the pre-filled information in the employee creation wizard. The information shown in the wizard when you create the employee is what will be saved.
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Are all the offer letter details transferred?
No. Only the phone number, salary, and contract start date are pre-filled from the offer letter. Other information, such as the contract type, position, role and level, workplace type, legal entity, hiring manager, and team manager, must be entered manually.
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Are all candidate documents transferred?
No. The CV and PDF offer letter are copied when applicable. Other files, such as the cover letter, candidate photo, and offer letter drafts, are not copied.
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What happens to the candidate's hiring process information?
Information such as evaluations, feedback, notes, application form responses, tags, source, rating, emails, and interviews remains in the candidate's application and is not transferred to the employee profile.
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Can I access the candidate's application after conversion?
Yes. The candidate's application remains linked to the employee, so you can access it again from the employee's profile.