When using the 'Manage Employees' option under the 'Organisation' menu you'll find 7 different record groupings.
Note: The process diagram in this article may also be helpful for understanding the record status lifecycle: https://support.flarehr.com/hc/en-us/articles/115003998408-Employee-Statuses
These are as follows:
Active employee (Existing Employee)
An active employee, is an existing / live employee record. These records have also completed all stages in their new employee or active employee on-boarding process. Most of your employee records will be in this state.
Recruits who have been sent letter of offer (Recruits that haven't started onboarding)
Before a new employee is marked as 'Active' they will be sent a welcome email containing their inital login details.
When the new employee has been sent their welcome email and they have not yet logged into Flare for the first time they will be in the 'Recruit' status.
This status also means they have not yet started their on-boarding workflow.
See this article for information on how to add someone to flare. https://support.flarehr.com/hc/en-us/articles/115003994668-How-Do-I-Add-An-Employee-
A candidate will move into this status when 'Onboard Candidate' button is clicked - as per https://support.flarehr.com/hc/en-us/articles/115010834428-How-to-add-a-candidate-to-Flare
New hire to proceed with onboarding (Recruits that have started onboarding)
Following on from the 'Recruits who have been send letter of offer' status.
The employee will be in this state when they have logged in for the first time, reset their password and commenced their onboarding journey.
New candidates who need to be sent an offer (No welcome email has been sent)
You can create a record as a Candidate when you want to add them to Flare but are not ready to send them a contract / have them start onboarding.
Some clients use this for applicant tracking, some use it as a way of managing their Candidate records whilst they wait for approval to move forward.
When you use an Applicant Tracking System (ATS) integration such as the one offered by LiveHire (https://www.livehire.com/) or Expr3ss (https://www.expr3ss.com/) any new record sent to Flare via that connection will appear in this list.
(these providers use the FlareHR API for Candiate Records - https://test-api.flarehr.com/swagger/ui/index#!/Employee/Employee_AddCandidate)
See this article for more information on creating candidates: https://support.flarehr.com/hc/en-us/articles/115010834428-How-to-add-a-candidate-to-Flare
Terminating (Active but in the process of exiting the business)
When employees have notified you of their intent to leave the business they generally give the required notice period. At that time you can set the employee to 'Terminating' which is an active status but one that indicates they are exiting the business.
Terminated (An employee no longer active)
When an employee has left the business they need to be set to terminated.
The Terminated status prevents the former employee from logging into their Flare account specific to your business (they may have multiple active instances across different employees).