Onboarding and offboarding
A worker must finish onboarding before you can put them on an assignment. Staff run onboarding and offboarding from Onboarding, and workers complete their own steps from their Onboarding page.
On this page
Who can do this
All staff roles can start onboarding, mark a worker active when sign-off is required, override a blocked checklist and start offboarding: Program Admin, Hiring Manager, Finance / AP, HR / Compliance and Executive. Workers complete their own steps.
Worker states
The State column moves through Invited, Onboarding, Active and Offboarded. Workers arrive in the table through Import, the trial setup or assisted setup.
Start onboarding
-
Find the worker
Open Onboarding and find a row in state
Invited. -
Select Start onboarding
In the Actions column, select Start onboarding. The state changes to
Onboardingand a checklist opens for the worker.
The Required steps column shows progress through the required steps. Ready reads Blocked until every required step is done, then Ready.
The checklist comes from the onboarding template in your program rules. Each checklist records the template version it started with, so changing the template later doesn't rewrite a worker's history. To change the template, describe the change or use the Onboarding & offboarding template editor in Config Studio (Config in the nav).
Mark a worker active
By default, a worker becomes Active as soon as they complete their last required step. They then appear in the Worker picker on Assignments.
When the row reads Ready
If your onboarding template requires staff sign-off, a worker who has finished every required step stays in Onboarding, the Ready column reads Ready, and the row offers Mark active. Select it to move the worker to Active.
When the row reads Blocked
- Type a reason in Override reason. It's required.
- Select Override & mark active.
VendOrca logs the reason with the override. Write something a reviewer can act on later, such as which step you waived and why.
When the row offers Resume / repair onboarding
A row in state Onboarding with no checklist behind it offers Resume / repair onboarding. Select it to reopen the checklist. It's safe to run more than once.
What the worker sees
Once onboarding starts, the worker opens Onboarding in their own nav. The Status section says where they stand, and Onboarding steps lists each step with its type, whether it's Required or Optional, and its status.
| Step type | What the worker does |
|---|---|
Acknowledgement | Selects Acknowledge to record that they've read it. |
Attestation | Selects Mark complete, optionally with a Note. |
Profile | Sees Complete on your profile, sometimes with the fields needed. |
Information | Sees No action needed. |
| A step that belongs to staff | Sees Handled by your administrator. |
Offboarding checklists can also include Access teardown steps.
When every required step is done and your template requires staff sign-off, the worker sees All required steps complete — awaiting confirmation. Nothing more is needed from them. See Worker self-service.
Start offboarding
- On Onboarding, find the worker. Only
Activerows offer offboarding. - Set the End date. It's required.
- Select Start offboarding.
The offboarding checklist from your program rules runs. VendOrca records the end date and records that a final timesheet is required. Make sure the worker submits their time up to the end date.
Offboarding is not terminating the assignment
They're separate actions, and you usually want both:
- Onboarding → Start offboarding ends the worker's readiness and runs the teardown checklist.
- Assignments → Terminate closes the commercial assignment.
Doing one doesn't do the other.
Common questions
The table says there are no workers. Why?
No workers have been imported yet. Import them first, then start onboarding.
A worker says they have nothing to do. Is that right?
If onboarding hasn't started, yes. Onboarding doesn't begin when the worker signs in. A member of staff starts it.