Configure your platform to make rehiring your returning and seasonal employees faster and easier for your recruitment team!
By making small adjustments to your platform, you can streamline your recruitment process with two simple settings that will enable:
- Allowing potential candidates to register directly on your platform via a unique registration link
- Allowing previously employed employees to reactivate their profiles if they are ready to work for you again
Any potential candidates generated by the above processes will flow directly to your Pending People page, providing a streamlined, efficient way to collect applicant information.
In this article, we will cover:
- Enabling direct candidate registration on your platform
- Creating a registration link to capture candidate details and adding an Announcement to the registration page
- Understanding the benefits and process of using employee self-reactivation
- Enabling the employee self-reactivation feature on your platform
For more information on capturing employee information via the registration link, see our 'Adding, onboarding, and setting up a new employee' help guide here.
Using candidate self-registration
To allow potential candidates to register directly on your platform, you’ll need to enable the Candidate Registration setting. This activates the registration process and provides candidates with a link to submit their details.
Why use a direct registration link?
Using a direct registration link offers several benefits including:
Streamlined applications – this simplifies the candidate application process.
Improved candidate experience – potential employees can easily express interest in working with your business by registering themselves using the link.
Reduced data loss – candidate details are entered directly into your platform, minimising the risk of losing information.
Flexible promotion – ideal for sharing in job ads, careers pages, or LinkedIn employment listings.
What does this look like for a potential candidate?
When a candidate clicks the registration link from your job ad, they will be directed to the registration page to complete their details.
Fields marked with an * are mandatory, including:
Name
Email address (must be unique for each employee)
Any tags used for tailored onboarding (these can also be set as mandatory if required)
Once the candidate completes registration, their profile is automatically created on your platform, and they can begin onboarding immediately. Like all potential candidates, they will now appear in your Pending people menu, ready for you to review.
To enable the Employee registration setting:
- Navigate to the main menu > Platform settings > System Settings.
- Use Ctrl+F on your desktop to search for 'registration'.
- Enable the 'Employee registration' toggle.
- Scroll to the bottom of the page and select Save.
Once this is complete, you are ready to create your unique link.
Permission Warning: To enable this setting, you must have 'Manage system settings' enabled in your user permissions.
Once you have enabled the setting, you are ready to generate your unique link. With this link, you can create an advertisement on an employment website to attract potential candidates.
Any interested applicants who use this link will appear in the Pending People section of your platform. You can then:
- Review their details and start the recruitment interview process
- Decline their application if you believe they are not a good fit for your business
- Keep them in Pending People to maintain a talent pool for future recruitment
Hot tip: To manage people menus effectively, decline anyone who may not be a good fit for your business. To see instructions on declining candidates, please see our guide here.
To understand and test your unique link to your platform:
- Your link will be [your domain name].foundu.com.au/register
- To view what potential employees will see, open a new tab and paste in your unique link or follow the demo below to add /register to your URL.
Creating an Announcement on your Registration page
With your platform’s streamlined self-registration process, adding an announcement banner to the registration page can be valuable.
It can share onboarding instructions (such as choosing between contractor or employee), provide a link to the employee guide, or display contact information. This helps ensure new employees have access to the right support resources if they encounter any registration issues.
If you would like to learn more about creating a candidate registration announcement, please check out our dedicated guide.
Using employee self-reactivation
For businesses with seasonal or project-based workforces, employees often complete a season, are terminated, and return later. By default, foundU requires an admin to manually reactivate profiles, which can be time-consuming.
To streamline rehires, businesses can optionally allow archived employees to reactivate their profiles.
Returning employees review and confirm their details during onboarding, then are placed in the Pending people menu for admin approval before becoming active again.
Self-reactivation is particularly beneficial for businesses with a transient workforce, as shown in the following common use cases:
- Seasonal workforces - Employees return for recurring peak periods, such as in hospitality and tourism.
- Project-based roles - Businesses that regularly engage temporary or contract workers for short-term projects.
- Labour hire and healthcare - Industries with skill shortages and high demand, where employees frequently move between organisations.
This feature is optional, as some platforms may prefer to continue using the current manual reactivation workflow for returning employees.
How does self-reactivation work?
If your business regularly scales up and down, this allows returning employees to reactivate and reduces admin effort. Once the self-reactivation setting is enabled on your platform, the following workflow will apply.
- Only previously terminated employees who were archived can self-reactivate their profile.
- Employees are guided back to the beginning of your platform's onboarding journey (with their details pre-filled where possible) and are prompted to resubmit their onboarding details.
- Once submitted, the employee will remain pending until an admin reviews their details and approves them, in accordance with the usual platform workflow.
- Previous termination reasons for reporting on reactivated (reinstated) and self-reactivated employees can be found on the employees' Employment History tab.
Tip: Since a significant amount of time may have passed since the employee was originally employed, it is very important for both the employee and admin to recheck the onboarding data before approving a reactivated employee.
To see the detailed process for employees, please refer to our article on Leaving employment and reactivating your foundU profile.
Automated Communication
Admins will be notified when an employee self-reactivates and when the Employee Onboarding template triggers. The message template will make it clear whether the employee has self-reactivated or registered via your unique registration link.
- Employee is added to the platform manually
| ID | Recipient | Default content |
|---|---|---|
| 142 | Dynamic | Notifying designated people that an employee has self-registered using the custom link. |
| 142 | Dynamic | Notifying designated people that an employee has self-reactivated their profile. |
If you'd like to use this feature and allow archived employees to log in and reactivate their profiles, you'll need to enable the relevant setting.
Permission Warning: To enable this setting, you must have 'Manage system settings' enabled in your user permissions.
To enable the Employee self-reactivation setting:
- Navigate to the main menu > Platform settings > System Settings.
- Use Ctrl+F on your desktop to search for 'registration'. Ensure the 'Employee registration' toggle is enabled, as this will display the subsequent self-reactivation toggle.
Tip: Enable the 'Employee registration' toggle to reveal the self-reactivation toggle. The self-reactivation option is only available when employee registration is toggled on. - Enable the 'Employee self-reactivation' toggle.
- Scroll to the bottom of the page and select Save.
Once this is complete, any previously archived employees will see the message below when they visit their foundU employee app.