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Onboarding Manager Overview
The Onboarding Manager: five sections covering everything from a website applicant you have not spoken to yet through to a finished agent, and what each status actually means.
Updated August 19, 2026
Where to Find It: click Admin Tools in the left sidebar to open the search window, then Onboarding Manager in the People & Roles column. The page is five collapsible sections, with Onboard New Agent and Manage Documents at the top.
Who can use it: administrators with the Onboard agents, Edit Agent Profiles capability, and Primary Admins. See What Each Admin Capability Unlocks.
It Is a Recruiting Pipeline, Not Just Paperwork
The five sections cover two different jobs. The first two are recruiting: people you are talking to, before any onboarding record exists. The middle one is the paperwork. The last two are outcomes. Reading it as five stages of one process is the usual mistake.
The Five Sections
- New Applicants: somebody signed up through the careers form on your website. Nobody has spoken to them yet.
- Recruiting: people you are contacting or interviewing. No paperwork has started, and they can sit here as long as it takes.
- In Progress: onboarding has been started and the link either has or has not been sent yet.
- Completed: they finished their paperwork.
- Closed: it ended. Either an onboarding was canceled, or a recruit was marked Not a fit.
Note: The page opens on New Applicants when there are any, and on In Progress when there are not, so the section that needs you is the one already open.
The Statuses
- Applied: created by your website careers form. You do not set this one.
- Contacted and Interviewing: your recruiting funnel, set by you as you work them.
- Initialized and Link Sent: onboarding has begun, and Link Sent means they have the link.
- Completed: finished.
- Not a fit: a recruit who did not work out. Canceled: an onboarding that was stopped.
Note: Not a fit and Canceled both land in Closed but mean different things. Not a fit is a decision about a person you were considering; Canceled is stopping paperwork already under way. Keeping them apart is what makes the Closed section readable a year later.
What a Row Tells You
- Website applicant: they came through the careers form rather than being entered by hand.
- Applied again: they have applied more than once, with the date of the last one. Somebody who keeps coming back is worth a call.
- Whether they said they are already licensed.
- The campaign that brought them in, when the form captured one.
Notes and History
Every row has a Notes button with a count on it, and it opens a timeline of notes, status changes and repeat applications for that person. It is on closed and completed rows too, on purpose, because "why did we pass on this one" is a question that gets asked long after the decision.
Tip: Write the reason down when you mark somebody Not a fit. The status alone tells the next person nothing, and if they apply again you will want to know what happened last time.
Starting Somebody
- Onboard New Agent starts the full process, with the link and the paperwork.
- Create profile manually skips onboarding entirely and creates the profile directly. Use it for somebody who does not need to fill anything in.
- Manage Documents is where the documents themselves are prepared.
Note: A record already sitting in Closed cannot be closed again, so clicking cancel on one does nothing rather than changing anything. To bring somebody back, move them to a live status instead.
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