Close candidate portal access on the hire date

The candidate portal is often used for pre-boarding: before starting, your future employee follows their onboarding path there and sends you their documents. Once hired, they no longer need it. A reminder on the hire date removes this access automatically, just as Nicoka already disables the account of an employee who leaves the company.

Create the reminder

1. In the side menu, open Settings > Modules, then click Settings on the ATS card.
2. In the Candidates section, click Reminders, then Create a new reminder.
3. Fill in the window:
   • Entity: Candidate;
   • Label: for example "Close candidate portal on hire";
   • trigger line: 0, Days, After, then Hire Date;
   • Actions: Event, then Remove access.
4. Click Create.

No rule is needed: the reminder only applies to candidates whose hire date falls on that day. Targets are not used by this action, leave them as they are.

What the reminder does

• On the hire date, the candidate's portal account is disabled: they can no longer log in.
• On the candidate record, the Portal Access field changes to No Access, and the change appears in the record's history.
• If the same account also gives access to Nicoka, for example as an employee, only the candidate portal access is removed: their other access stays open.

Good to know

• The reminder works from the day it is created: it does not close the access of candidates already hired. For them, open the Portal Access tab of the candidate record and click Remove access.
• To keep the access open for a few days after arrival, set a delay, for example 7 Days After.
• To learn more, see Reminders and events and Pre-boarding setup.