Hiring usually happens in one tool and setup in another, with a ticket in between. Details get retyped, the access list arrives late, and the new hire spends the first morning waiting for accounts. Folkbase runs every stage on one record, so what was decided when the job was posted is still there on day one.
Where handoffs break
Most teams cross three gaps between an open role and a working first day. The recruiter copies the candidate into the HR system. HR files a ticket asking IT for accounts. IT works out which tools the role needs, or asks around. Each gap is a chance to retype a name, misspell an email, or lose a day.
Folkbase removes the gaps instead of speeding them up. The stages below share one record, and each one sets up the next.
The stages, step by step
- Post the job. Create the job with a department, an employment type, and a workplace: on-site, remote, or hybrid. The role declares its access here, through its role template. Publish the job and it appears on your workspace's hosted careers page.
- Move candidates through the pipeline. Applications arrive through the careers page and move through pipeline stages. Each application keeps its own history as it moves.
- Make the offer. When a candidate accepts, Folkbase creates their record. Name, email, and the application history carry over, so nobody types them again.
- Start onboarding. Starting onboarding queues the role's grants as pending and assigns the onboarding tasks, each with an owner and a date.
- Arrive on day one. On the start date, activation opens the pending grants. The accounts and tasks are ready before the new hire signs in.
When Maya Okonkwo accepts an offer as Product Designer on the Design team in Berlin, record FB-2481 starts with her name, email, and application history filled in. Her grants wait as pending until her start date of June 2.
No ticket between HR and IT
The access list is not a request someone writes after the offer. It was set when the role was defined, so HR and IT agree on it before a candidate exists. An admin installs each integration once for the workspace. After that, a new hire's access is a set of pending grants on their record, visible to the manager and the admin, and it opens in the connected tools on the start date.
If the new hire needs something the template does not cover, they request it from their own view, and a manager or admin approves it. The grant then names that request as its justification. The onboarding page covers how pending grants open.
The access a new hire needs is decided when the role is posted, not after the offer is signed.
Tasks for the first week
Onboarding tasks come from templates made in the task builder. A template is a sequence of steps, and each step can hold one of these:
- a form with text, date, select, or checkbox fields;
- a checklist;
- a document upload slot for signed paperwork;
- a quiz with pass or fail scoring;
- a reviewer step, where someone approves a submission before the task moves on.
Submissions waiting on a reviewer collect in a review queue. Managers see onboarding progress for their team, and filters surface anything overdue or blocked, so a stalled first week is visible without a status meeting. The tasks page covers the builder in more detail.
The hosted careers page is included in Starter. The job pipeline, onboarding, tasks, and integrations come with the Growth plan.