Pre-hire experience

Release version: Australia

Updated March 12, 2026

4 minutes to read

Summarize

Summarized using AI

Summary of Pre-hire Experience

The Pre-hire experience is a dedicated onboarding portal that supports employees transitioning from applicants to new hires. It streamlines the preboarding process, helping new employees integrate into the company culture and prepare for their roles effectively.

Show full answer Show less

Key Features

Centralized Portal: New hires can complete necessary tasks such as paperwork, reviewing benefits, and accessing training schedules in one place.
Connection Facilitation: The portal allows new hires to connect with team members, mentors, and managers, fostering workplace relationships.
Security Measures: Roles and access control lists are implemented to protect sensitive data, ensuring that only authorized users can access specific information.
Lifecycle Events Activities: The system includes automated activities to manage transitions between roles, such as setting up accounts and notifying new hires.
Interactive Widgets: Features like getting started resources, onboarding journey links, and team introductions enhance the onboarding experience.

Key Outcomes

By utilizing the Pre-hire experience, organizations can expect to:

Accelerate the integration process for new hires, allowing them to become productive more quickly.
Enhance employee engagement and satisfaction through a structured onboarding experience.
Ensure data security with defined roles and access controls.
Provide a tailored onboarding journey that reflects the company's culture and resources.

The Pre-hire experience is a portal that caters to employees who are in transition between the applicant phase and the onboarding phase. This onboarding portal is a solution that facilitates the preboarding process by enabling employees who have been selected by your organization to embark on their first journey.

The Pre-hire experience streamlines the preboarding process for newly hired employees. This portal provides your organization with the necessary elements that help newly hired employees integrate quickly into your company's culture. This portal supplies a centralized location for new hires to perform the following tasks so they can be ready for work from their first day on the job:

Complete necessary paperwork
Review benefits
Review HR policies and company resources
View training and orientation schedules

The Pre-hire experience assists new hires with connecting seamlessly to team members, mentors, and managers to whom they report so they can foster meaningful workplace relationships. This onboarding portal serves as a gateway into your organization to support new hires with assimilating faster into their roles while grasping the dynamics of their responsibilities.

Pre-hire experience system requirements

To enable and use the Pre-hire experience, you must satisfy the following minimum system requirements:

Application requirements

Upgrade the Journey designer application to version 7.0.
Install and activate the Explicit Roles [com.glide.explicit_roles] plugin.
Install and activate Journey Accelerator [sn_ja] Version 6.7.1 or higher.

Software release requirements

Upgrade your instance to the Zurich release Patch 1.

Pre-hire experience security components

To protect the data in your instance, the following components were created for the Pre-hire experience:

Roles: The sn_jny.pre_hire role is created for the individual who is transitioning from applicant to employee and using the Pre-hire experience to initiate your organization's preboarding process. This role inherits the snc_external role to restrict access to the sensitive data that resides in your instance.
Access control lists: New access controls lists (ACLs) were created to provide an added layer of security for the sn_jny.pre_hire role. These new ACLs help to avoid the modification of existing ACLs that may be in use by your organization. New ACLs ensure that access to sensitive data is restricted by deterring you from using existing ACLs that provide access to data associated with specific roles. You can navigate to the Access Roles [sys_security_acl_role] table to view the list of ACLs that support the sn_jny.pre_hire role.

Lifecycle Events activities for the Pre-hire experience

The following Lifecycle Events activities were created to facilitate the transition of roles through which the employee navigates during the preboarding process:

Table 1. Lifecycle Events activities used in the Pre-hire experience
Activity name	Description
Account/role setup and notification	The Account/role setup and notification activity is used to facilitate the employee's transition from the applicant role to the pre-hire role. This activity is a replacement for the Account setup and notification activity. This activity is nested in the Pre-hire activity set, which is associated with the following Lifecycle Events type: Onboarding (Demo). This activity contains the Account setup and notification subflow, which performs the following actions when the Pre-hire activity set is triggered: Creates an account for the employee to enable access to the onboarding portal. Adds the sn_jny.pre_hire and snc_external roles to the employee's user record. Sends an email to the employee with a link to the onboarding portal. The Pre-hire activity set is triggered immediately after you create an onboarding journey for the onboarding employee.
Transition pre-hire to employee	The Transition pre-hire to employee activity is used to facilitate the employee's transition from the pre-hire role to the internal employee role. This activity is nested in the Day 1 activity set, which is associated with the following Lifecycle Events type: Onboarding (Demo). This activity contains the Transition to employee subflow, which performs the following actions when the Day 1 activity set is triggered: Removes the sn_jny.pre_hire and snc_external roles from the employee's user record. Adds the snc_internal role to the employee's user record. The Day 1 activity set is triggered when the date in the Employment start date field in the HR profile record of the onboarding employee is equal to the system date.

Pre-hire experience widgets

The Pre-hire experience is composed of the following widgets to help your onboarding employee become acclimated to their new role and environment:

Table 2. Widgets available for the Pre-hire experience
Widget	Description
Getting started resources	This widget contains quick links for accessing internal and external resources. Administrators can provide links to knowledge base articles, catalog items, pages, or other pertinent information contained in your organization's repository. Administrators can configure the links that appear in this widget.
Onboarding journey	This widget contains a link that onboarding employees can select to view and complete the tasks associated with their preboarding journey.
Our culture	This widget contains rich content, such as videos, images, or other forms of engaging media to enhance the employee's onboarding experience. Administrators can configure the content that appears in this widget by accessing the Our culture content record. The Our culture content record resides in the Content [sn_cd_content_base] table.
Start onboarding	This widget is a banner that's used to welcome the onboarding employee to your organization. Administrators can configure the content and design associated with the banner to meet the needs of your organization. You must access the Start Onboarding record to configure the components associated with this banner. The Start Onboarding record resides in the Content [sn_cd_content_base] table.
Your onboarding team	This widget reflects the employee's onboarding team. A list of the following individuals and teams appear in this widget: The onboarding specialist. The onboarding specialist is the individual to whom the corresponding Lifecycle Events case is assigned. The manager to whom the employee reports. The mentor assigned to aid the employee's growth and development. The IT help desk.