Relevant for: Recruiters
How do I turn a new hire into an employee in Leapsome?
Once the application is marked as hired, open the candidate, click the '...' menu, and choose 'Convert to employee'. You can also choose 'Move to hired & create employee' when you move a candidate to 'Hired'. Check the prefilled data, add the company email, and click 'Create employee'.
This creates an employee profile in the Leapsome HRIS without retyping any data. Candidate, application, and offer data are added to the employee profile based on a field mapping that admins set up once. The candidate and the employee profile stay linked, and you can send the pre-boarding invite in the same step.
Table of Contents:
- How do I set up the field mapping?
- How do I convert a hired candidate?
- What if a candidate can't be converted?
- Who can convert candidates?
How do I set up the field mapping?
You only need to do this once.
- Go to 'Settings' > 'Recruiting' > 'Recruiting fields' and open the 'Application', 'Candidate', or 'Offer' tab.
- Click a field and choose the employee field it should fill under 'Mapped to employee field'. To skip a field, keep 'Do not map'.
- Click 'Save'.
Read-only fields that don't match any employee field, e.g., pipeline stage or job, can't be mapped.
To learn more about fields, see Configuring recruiting fields.
How do I convert a hired candidate?
- Start the conversion from one of these places:
- In the pipeline, choose 'Move to hired & create employee' when you mark the candidate as hired.
- On the candidate profile, click the '...' menu and choose 'Convert to employee'.
- In the 'Offer' section of an application with a signed offer.
- Under 'Identity & core fields', check the first and last name, personal email, company email (required), job title, and start date. The job title and start date come from the signed offer. If there's no offer, add them here.
- If fields are mapped, check the 'Field mapping preview'. You can change a value for this conversion only.
- Optional: fill in 'Additional employee fields', such as manager and work location. You can also complete these on the employee profile later.
- Optional: under 'Pre-boarding', select 'Send pre-boarding invite now' and choose a pre-boarding package.
- Click 'Create employee'.
The candidate then shows 'Converted to employee' with a 'View employee profile' link, and the employee profile links back with 'View application record'. The new employee gets the Employee role.
- Leapsome doesn't send its standard invitation when you convert a candidate. Only the pre-boarding invite is sent, and only if you select it. If it fails, the employee is still created.
- The company email must be unique in your account. Leapsome flags values that the employee field can't accept.
- Hired applications leave the active pipeline. If you restore the application later, the linked employee profile doesn't change.
To learn more about hiring, see Moving, archiving, and restoring candidates.
What if a candidate can't be converted?
The application must be marked as hired first. An offer is optional and only adds the employment terms.
If something is missing, the window lists everything under 'This candidate cannot be converted yet', e.g., a missing name or personal email, an application that isn't hired yet, an application that was already converted, or an anonymized candidate.
Note: Rehires aren't supported yet. You can't convert a candidate who was previously an employee in your account.
Who can convert candidates?
- Setting up the field mapping requires permission to manage the Recruiting to HRIS mapping. Admins have this by default.
- Converting candidates requires that permission plus permission to create employees. Recruiters without user admin rights can't create employees from Recruiting.
- Sending the pre-boarding invite also requires permission to manage the pre-boarding portal.
- Opening the application record from an employee profile requires access to Recruiting.
You can find all permissions in 'Settings' > 'Employees' > 'Feature access matrix'. For details, see Hiring team roles and permissions.