Rehire with
SAP SuccessFactors Onboarding
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Rehire with Onboarding - Overview
• Onboarding supports the ability to check for Rehires during the Onboarding initiation process
• When Onboarding is initiated either directly from SuccessFactors Recruiting, a 3rd party Applicant Tracking
System(ATS), or manually from Onboarding (via Add New Hire to Onboarding), the system will check the list of
‘Inactive’ employees and compare that against the data from the new candidate.
• If a match is found, the system will flag the candidate as a possible Rehire and will allow the Onboarding user to
review and determine the appropriate action to take. The actions available will be dependent on the User's
permissions.
• Proceed as New Hire – Confirms this is NOT a rehire and will add the candidate to Onboarding as a new hire
• Rehire with New Employment – A New employment entity is added to the existing Employee Profile. When
looking at employee’s People Profile you will see two different employment entity records.
• Rehire with Old Employment – Employee’s existing Employee Profile is updated with new job information.
Note: Rehire is supported both with SuccessFactors Employee Central and 3rd party HRIS
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Rehire with New Employment
• The employee’s Profile will
include separate employment
entity records for the previous
and new employment.
• Overview of ID changes during
Rehire process
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Rehire with Old Employment
• The employee’s Profile has
one entity record, but is
updated with Rehire
information.
• Overview of IDs and changes
during Rehire process
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Process Flow
• Action is taken to Initiate Onboarding for candidate in Recruiting (or 3rd party ATS or directly in
Onboarding via Add New Hire to Onboarding)
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Process Flow
• System performs a ‘Rehire
Check’
• Rehire Check parameters are
configurable and can be
based on a combination of:
• First Name
• Last Name
• Date of Birth
• National ID
• Designated user is notified of
Potential Rehire
• Note: A second Rehire check can be done after the Onboarding paperwork step is complete as
• Rehire is supported only for it’s typically not common to collect Date of Birth and National ID during recruiting.
candidates with Employee
• In the 1H 2023 Release the tasks names will be changed to 'Pre-Onboarding Rehire
status as ‘Terminated’.
Verification' for the first rehire check and 'Onboarding Rehire Verification' for the second rehire
check.
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• See slide 15 for details on setting up Rehire parameters
Process Flow
• User compares new record with possible Rehire match and can take the following actions:
• Proceed as New – Assumes not a rehire and proceeds with normal Onboarding workflow
• Rehire with New Employment
• Rehire with Old Employment
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Process Flow – Hiring Eligibility - Not Eligible for Rehire
• If Hiring Eligibility is ‘Not Eligible for Rehire’, user can ‘Cancel Onboarding’
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Process Flow – Hiring Eligibility - Not Eligible for Rehire
• If Hiring Eligibility is
‘Not Eligible for
Rehire’, user can
‘Cancel
Onboarding’
• User acknowledges
cancellation and
can select
a cancellation
reason and add
comments.
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Rehire Process Flow
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Rehire with Old and New Employment
• If Rehire with Old or New is selected,
Onboarding process kicks off and
Onboarding user is notified to complete
Data Review Step
• Data fields default to data from
Recruiting and from previous
Employment records
• The designated Onboarding user
completes the data review step and
proceeds with all other Onboarding
tasks as usual.
• Once data review step is complete, the
new hire receives the ‘Rehire Welcome
Email’ and logs in with their old
username.
• They can reset the password and
proceed to the Personal Data Collection
step as well as all other normal
Onboarding tasks.
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Manage Pending Hires
• Once onboarding process is
complete, Onboarding/HR user
processes Onboardee via Manage
Pending Hires.
• On the Start Date, the Rehire gets
converted into an active
Employee (Internal User) and the
Rehire's Profile is updated
accordingly.
• Rehire with New Employment
• New Employment Entity will appear on the
Profile
• Rehire with Old Employment
• Existing Profile will be updated with
new employment information.
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Rehire with New Employment
• The employee’s Profile will
include separate employment
entity records for the previous
and new employment.
• Overview of ID changes during
Rehire process
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Rehire with Old Employment
• The employee’s Profile has
one entity record but is
updated with Rehire
information.
• Overview of IDs and changes
during Rehire process
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Configuring the Rehire Check Parameters
• Admin Center > Manage Data
• In Create New box, select ‘Hire/Rehire Configuration’
• Set Rehire parameters accordingly
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Enable Rehire with Old Employment
• By Default, Rehire with new employment is enabled
• To enable Rehire with Old Employment navigate to Admin Center> Onboarding General Settings
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Enable Rehire Role Based Permissions
• Admin Center > Manage
Permission Roles
• Select the role you want to grant
the permissions to
• Under 'Manage Hires' select the
following
• Rehire Inactive Employee
• Rehire Inactive Employee with New
Employment
• Rehire Inactive Employee with New
Employment (by 'match' in New Hire)
• Rehire Inactive Employee (by 'match'
in New Hire
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Rehire Resources
Reminder: Rehires are checked against ‘Terminated’ employees.
Help Guide: Rehire with New and Old Employments – for a full list of all configuration steps
IDP: SAP SuccessFactors Onboarding Rehire Process – for tips from implementation experts
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Thank you.
Contact information:
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