The handover from placement to first day

Converting a candidate creates an employee record linked to the original candidate record, the requisition they were placed against and the placement itself. Name, contact details, right-to-work documents, the signed offer letter, the start date and the reporting line come across without re-entry.

The link back matters more than the copy. Six months later, when somebody asks where a good hire came from, the employee record still points at the source, the recruiter, the requisition and the interview history. Source-of-hire attribution that survives conversion is the only kind worth reporting on, because attribution that stops at the offer answers a question nobody was asking.

Employment generates paper. Right-to-work or work-authorisation evidence, professional registrations, driving licences, DBS or equivalent checks, visas, certifications, signed contracts and policy acknowledgements. Most of it has an expiry date, and most of the risk in holding it comes from missing that date rather than from the document itself.

The documents section holds files against the employee record with a type, an issue date and an expiry date, and raises a reminder ahead of expiry. Access is permissioned: a document containing identity data is not visible to every seat. Retention windows apply here in the same way they apply to candidate records, so documents held for a person who left three years ago are flagged rather than kept forever by default.

Holding documents against the person rather than in a folder tree changes what happens when a question is asked. Right-to-work evidence, the signed offer letter and a professional registration all sit on one record with their dates, so a compliance question is answered by opening the person rather than by searching a shared drive. Uploads can come from the recruiter, from the employee through the career assistant, or from the mobile app, because the document usually exists as a photograph on a phone before it exists anywhere else.

The first weeks after a placement are where drop-outs happen and where an agency either builds a relationship with a new client contact or does not. A checklist against the employee record covers the tasks that belong to the recruiting side: documents collected, first-day details confirmed, week-one and week-four check-ins scheduled, guarantee window noted.

This part is being extended rather than presented as finished. What exists holds the tasks and the dates; what is coming adds richer templating per client and per role type. We would rather say that than let a checklist screenshot imply a full onboarding suite that competes with a proper HR system.

Staffing firms that place contractors carry an employment-shaped obligation of their own. Contractors on the books need current right-to-work evidence, current insurance where the assignment requires it, and an assignment record with a start date, an end date and any extensions.

The employee record is where that lives for firms operating a temp or contract desk. It sits next to the placement, which carries the rate and the billing, so the compliance view and the commercial view describe the same person rather than two half-records in two systems.

For in-house talent teams, the destination is usually an HRIS the company already runs. The useful thing Surhires can do is give that system clean, structured data at the point of conversion rather than a PDF and a covering email.

Export is available as CSV or JSON per employee or in bulk, and employment platform connectors carry an explicit state on their own integration pages. Nothing here claims a certified integration that has not been confirmed. The intent is a one-way, well-formed handover, not a second system of record competing with your first.