SAP SuccessFactors Onboarding leverages the Hire/Rehire Configuration within the SAP SuccessFactors HCM Suite to identify inactive employee records that match an incoming new hire's information.. There are currently five Rehire conditions in the Hire/Rehire Configuration. You can enable searches for employees using the following criteria:
- First name and last name
- First name and date of birth
- Last name and date of birth
- First name, last name, and date of birth
- National ID
The following record types are eligible to appear as a match on the Profile Match Verification page:
- Employees with terminated status
- No-show candidates
- Canceled onboardee (new employment only)
- Active employees with future-dated termination (new employment only)
Note
Active employees without a termination date are displayed on the Profile Match Verification page but cannot be rehired.
When any of the enabled Hire/Rehire Configuration conditions are detected during the rehire check, Onboarding will perform the following actions:
- Trigger the rehire verification process.
- Assign a task to the Data Review card on the home page.
- Allow a user or participant to decide if the onboardee should be classed as a new hire or rehire, or if the onboarding process needs to be canceled.
The Profile Match Verification page shows the matching inactive employee records based on the Hire/Rehire Configuration conditions and allows the user to select the next action. On the Profile Match Verification screen, canceled onboarding profiles are flagged with an Onboarding Canceled label.
A welcome email template is available for rehires, which can be configured separately from the standard new hire welcome email to ensure appropriate messaging is sent to returning employees.Rehire Verification Stages
The rehire check can be triggered in two different stages in the onboarding process:
Pre-Onboarding Rehire Verification
Pre-Onboarding Rehire Verification (formerly known as First rehire check) is triggered when the onboarding process is initiated. It is executed before creating any person, employment, or user records for the new hire. This rehire task is displayed on the Data Review card on the home page.
The initial rehire check uses basic candidate data from Recruiting, such as name, date of birth, and National ID. However, these details may not be unique enough to confirm a match. To improve accuracy and resolve potential duplicates, you can apply additional, more specific parameters to narrow the results and confirm the candidate's rehire status.
Employment records and personal information are retrieved from SAP SuccessFactors Employee Central when onboarding is initiated from SAP SuccessFactors Recruiting or an external ATS.
Onboarding Rehire Verification
The Onboarding Rehire Verification (also known as the second rehire check ) is executed if a potential match doesn’t get identified in the first rehire check. This check is performed after the Personal Data Collection step is completed.
If the new hire is identified as a rehire after the second rehire check, one of the following applies for rehire with new and old employments:
- Rehire with new employment: The onboarding process as rehire is cancelled and restarted with new employment under the old Person Details.
- Rehire with old employment: After a rehire coordinator chooses one of the previous employment profiles during the rehire process, the previous employment under the same Person Details is reactivated.
For example, if a candidate's date of birth or National ID was missing during the Recruiting stage, the first check might not find a match. Once the candidate provides their full legal details during the Personal Data Collection step, the system performs a more thorough second check to confirm that no previous record exists.
Note
