External Candidate Hire Form Fields

Pay Group (Section): The fields displayed in the form might change depending on your pay group selection. It's recommended that you complete this section before entering values in the remaining fields.

Select a pay group. Pay groups define the frequency of pay periods for a group of employees, as well as when their payroll records need to be reviewed, approved, and transmitted to your payroll application. Moreover, a pay group is required to support Dayforce Benefits calculations.

When you select a pay group, the remaining fields are updated to support the identification requirements of the country associated with that pay group. For example, if you select a pay group associated with Ireland, the National ID Number and National ID Expiry Date fields are removed from the form and the Confidential Identifications section is displayed.

The options in the Marital Status drop-down list are also updated based on the statuses configured for the associated country in HR Admin > Marital Status.

Personal Details (Section)

Name data is carried over from the candidate profile, but you can update it as needed.

Select an option to specify the candidate's marital status. This drop-down list includes all marital statuses that were configured for the country associated with the selected pay group in HR Admin > Marital Status.

Note: Marital statuses without a specified country in HR Admin > Marital Status are populated in the Marital Status drop-down list for every country.

Enter the candidate's national ID number. This field is displayed only when the pay group selected in the form is associated with a certain country, like US, Canada, or the UK. It's hidden for pay groups of countries like Australia, Mauritius, New Zealand, or Ireland. For these countries, the Confidential Identifications section is displayed in the form and you can record ID numbers there.

If a Canadian candidate has a temporary SIN number, enter the expiry date or select it from the provided calendar. This field isn’t relevant for SSN numbers.

Note: This field is mandatory for employees with a temporary SIN number if the Enable SSN Validation checkbox is selected in the Employee section of the Properties tab in System Admin > Client Properties.

Select the candidate's birth date in the calendar.

If you select a date that is within three years of the current date, Dayforce displays a warning message asking you to check that the date is correct, but it doesn't prevent you from submitting the form. This default validation helps prevent mistakes such as entering the current date as the employee's date of birth.

You can override the default validation by entering a custom minimum age value in the Minimum age for new hires client property field in the Employee section of the Properties tab in System Admin > Client Properties. The Minimum age for new hires client property is enforced by an error message, rather than a warning message, that requires you to change the date before submitting the form if the minimum age isn’t met. For example, if you enter 14 and a user enters a date of birth that places the candidate below 14 years of age, an error message is generated and you can't submit the form.

Note: In addition to Recruiting forms, the Minimum age for new hires client property is also enforced in HR Imports and in the General section of the Personal > Confidential Information screen of People.

Make a selection from the drop-down list.

Select the culture setting that the employee will use the Dayforce application in.

Note: If you hire a candidate who was recruiter-added to Talent Community (that is, through the New Candidate control), the language that the recruiter defined for that employee in that control is currently not carried over to the form.

Select a hire date (start date) for the candidate.

Optionally, select an onboarding policy in the drop-down list.

After the form has been approved, the onboarding policy is added to the employee’s record in the Employment > Onboarding Policies screen of People. The assigned manager can then view the new hire's details in the Onboarding feature and monitor both the employee and manager checklist for the associated onboarding activities.

For more information, see Set Up Onboarding Policies in the Onboarding Guide.

Make a selection from the calendar to specify the candidate's onboarding date. This date must be before the hire date.

Gender
The options in this section are configured in HR Admin > Employee Gender Admin > Gender. See the Enhanced Employee Gender Guide.

The country this gender data applies to.

If you select United States of America or Canada, you must select a value in the State/Province field.

The US state or Canadian province that this gender data applies to.

The State/Province drop-down list is available only if you select United States of America or Canada in the Country drop-down list.

Confidential Identifications (Section):
In this section, you can click Add to record one or more pieces of confidential identification. This section is only displayed if the pay group selected in the form is associated with a certain country, like Australia, Mauritius, New Zealand, Ireland, or Germany. It's hidden for pay groups of countries like the US, Canada, and the UK. For these countries, confidential ID is recorded in the National ID Number field of the Personal Details section.

Select the type of identification that you are adding.

Select the country where the identification was issued.

Enter the location where the identification was issued, like a city.

Specify the period when the identification record will be active in Dayforce.

Enter the date that the identification was issued, if applicable.

Enter the date that the identification expires, if applicable.

Enter the identification number.

Address (Section)

Address and contact data are carried over from the candidate's profile, but you can update it as needed.

Need to update address/contact data? If you need to change the candidate's home address, phone number or email, you can make the necessary updates here; simply overwrite the existing information.

After the form is approved and processed, the employee's record in the People feature displays the new data that you entered as current, and the original data that the candidate entered as effective-ended from the date of hire.

Select an option in the drop-down list.

Enter a phone number that the system adds to the employee record as the specified phone number type.

(Optional) Enter an email address that the system adds to the employee profile as the business email address.

This is a read-only field that displays the candidate’s personal email address (if available). When you select the Send First Time Access Email checkbox in the form, the welcome email is sent to this email address by default.

If the candidate applied for the job using the Apply with LinkedIn option (via the How to Apply section of the job application) then the system automatically populates this field with the URL of their public LinkedIn profile (which is also available from their candidate profile).

If the candidate didn't apply using this option, you can still enter the URL of the candidate's public LinkedIn profile for any candidate you are hiring.

Note: This field is optional and can be edited.

Upon hire, the system adds the candidate's LinkedIn address to the Electronic Address section in the Details tab of their employee record.

Location and Job Assignment (Section)

Note: If Position Management is enabled on your Dayforce instance, this section is replaced with the Primary Position section.

The location and job assignment are carried over from the requisition details, but you can update them as needed.

In general, you can only hire candidates for locations that you have access to.

Select the checkbox if the employee will work remotely. When the form is processed, your selection is carried over to the Virtual checkbox in the Work > Work Assignments screen of the employee's profile in People.

Identifying the employee as virtual ensures that any applicable taxation requirements are based on the employee’s residence or work location.

Manager (Section):

Role authorization access: Forms - Management Assignment

Note: If Position Management is enabled on your Dayforce instance, the manager is selected in the Primary Position section.

Read-only field displaying the current manager.

Shows which method Dayforce uses to derive the employee's current manager:

• Org: The employee's manager is derived based on their work assignment location (the employee doesn't have a direct manager).
• Job Assignment: The employee's manager is derived based on their job assignment (the employee doesn't have a direct manager).
• Direct: The employee's manager is directly assigned to the employee.

Select an option in the drop-down list to assign a direct manager or to update the existing direct manager.

Primary Position (section)

This section is displayed only if Position Management is enabled on your Dayforce instance. If your organization doesn't use Position Management, Dayforce shows the Location and Job Assignment section.

The positions available in the Primary Position section depend on the user’s Position Management access authorizations. See “Access Authorizations for Position Management Forms” in Position Management Self-Service Forms in the Dayforce Implementation Guide.

Select the new hire's position. The list displays positions that report to the selected managing position and are vacant as of the date specified in the Hire Date field.

Status and Compensation (Section)

Note: Pay grade-related fields are displayed only if the Pay Grade access authorization and the necessary pay grade field access authorizations have been enabled for your user role in the Authorizations tab of System Admin > Roles.

Select an employee status, such as 'Active' or 'Inactive'.

Pay Type (for example, Hourly or Salary) and Pay Class (for example, 'FT' and 'PT') are automatically populated from the requisition details, but you can edit them as needed.

Select a time off policy. This defines when the employee can request time away from work by defining a rolling blackout period during which they cannot make requests.

Select a time entry policy. This defines what time entry method the employee uses, as well as optional rules and validation applied when the employee records working time.

Select a pay policy. This is used to assign configurable pay rules and qualifiers to the employee.

Select a holiday group. This is used to assign a set of dates as holidays to the employee. The Dayforce can be configured to consider holidays when calculating payroll, so that employees are paid extra when working on a holiday.

Select a schedule rule policy. This is used to group employees with different schedule rules.

Select a shift trading policy. This defines if the employee can make shift trades, swaps, or retrades, and whether they require supervisor approval to do so.

Select a payroll policy. This is used to assign earnings and deductions to the employee, so that their wages are properly classified, and the correct generated earnings and deductions are calculated and applied.

Enter the number of weekly hours that the employee will typically work.

Enter the number of hours the employee will typically work during the first half of a month in the Semi Monthly Hours (Top) field, and the second half in the Semi Monthly Hours (Bottom) field.

These values are used to support guaranteeing worked hours for non-weekly based pay periods.

Depending on the pay type selected, enter either the employee's hourly Base Rate or Annual Salary.

The alternate parameter is locked in read-only mode based on the pay type.

The application automatically calculates the equivalent value and displays it in the read-only parameter.

Read-only field displaying the name of the pay grade associated with the job assignment.

Read-only field displaying the lowest amount someone working a job assignment assigned the pay grade should earn.

Read-only field automatically calculated midpoint between the minimum and maximum rates of the pay grade.

Read-only field displaying the highest amount someone working a job assignment assigned the pay grade should earn.

Read-only field displaying the percentage calculated as the employee’s pay amount in relation to the pay grade control point. A ratio of 100% means the employee is paid at the control point.

Read only field displaying the amount that most employees earn (also known as the market rate). Not necessarily the midpoint between the minimum and maximum, it represents the ideal amount that employees working job assignments with the pay grade should earn.

Emergency Contacts (Section)

Enter the name of the candidate's primary emergency contact.

Enter the phone number for the candidate's primary emergency contact.

Enter the email address for the candidate's primary emergency contact.

In the drop-down list, select an option to define the candidate's relationship to their primary emergency contact.

User Credentials (Section)

This section is displayed in the form only if your own user role has the ability to assign at least one user role to an employee. This is defined for your role in the New Hire Role Assignments tab of System Admin > Roles.

Note the following about role and location selection:

• You can select only one role and one location visibility level in the form, but additional roles and locations can be added to the employee's employee record after they are hired.
• If you don’t select a role or location in the form, these can still be added after the employee is hired. Note that the user needs to have a role to use the Dayforce application.

(Displayed only if the User defined option is selected for the Login Algorithm client property in the Employee section of the Properties tab in System Admin > Client Properties. Otherwise the user name is automatically defined.)

Enter a user name that the user will log in with.

(Displayed only if at least one role has the Onboarding Role checkbox selected in the General tab of System Admin > Roles)

Select a role in the drop-down list. Onboarding roles are configured to allow users limited access to Dayforce prior to their start date.

Select a role in the drop-down list. Each role is configured to grant access to specific sections of Dayforce that users need to perform their work in the Dayforce application.

Note: The list of roles available for you to assign to employees is defined in the New Hire Role Assignments tab of System Admin > Roles.

This parameter is enabled only if the role selected in the Role parameter has the Is ESS Role checkbox selected in the Features tab of System Admin > Roles. This is typically enabled for roles that manage organizational units and need location access.

The Location Visibility parameter determines which locations in the organizational hierarchy the new user can access.

Select an organizational level, and the user account will have access to the location and any items under it on the organizational tree.

Note that if you don’t have access to the location, it won't be displayed in the Location Visibility drop-down list.

Note: When assigning location visibility, select the entire store option. Don’t select individual departments (for example, Sales, Merch Flow, Mgmt).

Select the checkbox to automatically send a welcome email to the employee.

The welcome email is sent to the email address in the Personal Email field, by default.

Select a template for the welcome email in the drop-down list.

Comment (Section): This section includes a textbox in which you can enter any notes that you want to include for the employee.