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Pending Employees

Introduction

The Pending Employees page is one of the most important pages in Electric. This is where employees land when they are first imported from your HR system, sitting in a ready state until you decide how to bring them into your Electric environment. Think of it as your intake queue: new hires and existing staff flowing in from your HR system, waiting for you to flip the switch and get them set up. Getting into a regular cadence of reviewing this page ensures no one falls through the gaps and that your team always has what they need from day one.

Feature Details

How Employees Appear on This Page

There are two ways an employee can arrive on the Pending Employees page, and the distinction matters for how you handle them.

Employees with a Past Start Date (Initial Ingestion) When your HR system is first connected to Electric, employees whose start date is already in the past are imported as pending. Because they are presumably already working at your organization, Electric assumes they do not need IT setup and will not automatically create a Complete IT Setup task for them. These employees will show a Task Flow of No Task Flow.

You will need to review these employees and decide whether to mark them as licensed or unlicensed based on whether they need access to Electric.

Employees with a Future Start Date Employees imported from your HR system with a start date in the future are treated as incoming new hires. Electric will automatically create a Complete IT Setup task for them. These employees will display an IT Setup Pending chip in the Task Flow column, signaling that their onboarding is queued up and ready to be kicked off.

Tip: Make sure your onboarding champion(s) are configured before your HR system begins syncing new hires. This ensures Complete IT Setup tasks are routed to the right people from the start. You can configure your onboarding champions under Settings.

Viewing an Employee's Details

Because a full employee profile is not created until an employee is marked as licensed or unlicensed, you can preview their information directly from this page. Select View from the Actions menu next to the employee's name, and a modal will appear with their available details.

Instructions

Kicking Off IT Setup for a New Hire

To initiate IT setup for an employee with an IT Setup Pending task:

  1. Locate the employee in the Pending Employees table

  2. Select Actions next to their name

  3. Choose Start IT Setup from the menu

  4. Follow the steps in the onboarding flow

Marking an Individual Employee as Licensed or Unlicensed

To update an individual employee's license status:

  1. Locate the employee in the Pending Employees table

  2. Select Actions next to their name

  3. Choose Mark as Licensed or Mark as Unlicensed depending on the appropriate outcome for that employee

Important: If an employee has an open Complete IT Setup task and you mark them as licensed, that task will be automatically closed. If you mark them as licensed before completing IT setup, you will need to initiate onboarding separately from the employee's profile.

Note: Marking an employee as licensed will not send them an invitation to Electric unless your implementation is complete and you have launched Electric for your team. If you are still in the process of setting up Electric, no invitations will go out.

Marking Employees as Licensed in Bulk

To mark multiple pending employees as licensed at once:

  1. Check the box next to each employee you want to include

  2. Select the Actions button

  3. Choose Mark as Licensed

Selecting Across All Pages: To act on your entire pending employee list, first select all employees on the current page using the checkbox in the table header. A link will appear at the top of the table that reads "Select all ## across all pages." Clicking this extends your selection across every page so your bulk action applies to your full list, not just those visible on screen.

Tips for Staying on Top of Pending Employees

  • Filter by Task Flow = No Task Flow to quickly identify employees who came in during initial ingestion and have not yet been reviewed

  • Filter by Task Flow = IT Setup Pending to see all incoming new hires with open IT setup tasks

  • Make it a habit to review this page regularly, especially after HR system syncs, to ensure new employees are licensed and set up before their first day

  • Make sure your onboarding champion(s) are configured before your HR system begins syncing new hires. This ensures Complete IT Setup tasks are routed to the right people from the start. You can configure your onboarding champions under Settings

Need Help?

If you have questions about managing your pending employees or need help configuring your HR system integration, reach out to our team at support@electric.ai. We are here to make sure every new hire gets powered up without a hitch.