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June 6, 2024
XX min read

How to Use Freshteam: A Comprehensive Guide


Freshteam is the smart HR software designed for growing businesses. With Freshteam, organizations can attract, hire, and onboard new hires, manage employee information, and handle time-off requests all in one place. Freshteam helps attract top talent through customizable career sites, integration with multiple job boards, and social media channels. Once candidates are in the pipeline, recruiters can collaborate with hiring managers to screen, interview, provide feedback, and eventually roll out offers. Beyond hiring, Freshteam streamlines the onboarding process, employee information management, and offboarding.

In the modern workplace, HR processes can be complex and time-consuming. Freshteam simplifies these tasks, enabling HR teams to focus on strategic initiatives. With everything from recruitment to employee data management housed in one platform, Freshteam ensures efficiency and accuracy, thereby playing a critical role in the daily operations of a business.

Who is Freshteam for

Freshteam is ideal for:

  • Small to medium-sized businesses: Companies looking to streamline their HR processes can leverage Freshteam to manage everything from hiring to offboarding in one system.
  • HR Professionals: Recruitment, onboarding specialists, and HR managers benefit significantly from Freshteam’s comprehensive feature set.
  • Recruitment Agencies: Agencies seeking a reliable tool to manage multiple clients' recruitment needs can use Freshteam to improve efficiency and client satisfaction.
  • Growing Businesses: Companies experiencing growth and needing to scale their HR operations can benefit from Freshteam's automation and organizational features.

Key features

Optimize Recruitment

  • Customizable Career Sites: Freshteam allows businesses to create attractive career sites easily.
  • Job Board Integration: Post job listings on multiple free and premium job boards seamlessly.
  • Social Media Integration: Promote job openings on various social media platforms.
  • Collaborative Hiring: Recruiters and hiring managers can collaborate efficiently, sharing feedback and notes.

Streamlined Onboarding

  • Pre-boarding Automation: Complete essential onboarding tasks such as filling forms and signing documents before the new hire’s first day.
  • Onboarding Task List: Create and assign tasks to different team members quickly.

Employee Information Management

  • Employee Profiles: Manage comprehensive employee profiles that flesh out into a directory.
  • Access Permissions: Set permissions to ensure the right people have access to employee information and documents.
  • Time-off Management: Handle requests, approvals, and track time-off balances conveniently.

Offboarding Assistance

  • Seamless Offboarding: Manage the offboarding process efficiently, ensuring compliance and proper documentation.

Best use cases

Recruitment Campaigns

Freshteam excels in managing large-scale recruitment campaigns. For instance, a retail chain gearing up for the holiday season can use Freshteam to quickly attract and hire temporary staff.

Onboarding New Employees

A tech startup can use Freshteam to ensure that new hires have a smooth onboarding experience. By automating document signing and form filling before the new employee’s first day, the HR team can focus on culture integration and training.

Employee Data Management

An expanding consultancy firm can efficiently handle their growing employee base using Freshteam’s employee profile and access permission features. This ensures data integrity and security.

Time-off Management in Remote Work

A software development company with remote employees spread across different time zones can benefit from Freshteam’s efficient time-off tracking and approvals, ensuring the team stays productive and organized despite geographical differences.

Getting started

  1. Sign Up:
  • Visit the Freshteam website and sign up for an account.
  • Choose the plan that suits your business needs.

  1. Setup Your Account:
  • Complete your profile details and company information.
  • Customize your career site with your brand’s look and feel.

  1. Create Job Listings:
  • Add job details and requirements.
  • Integrate with job boards and social media channels to promote the listings.

  1. Manage Applications:
  • Set up workflows for screening, interviewing, and hiring.
  • Collaborate with hiring managers and recruiters using in-app feedback and notes.

  1. Onboard New Hires:
  • Send pre-boarding documents and tasks to new hires.
  • Create an onboarding task list and assign them to respective team members.

  1. Employee Information Management:
  • Add employee information to create detailed profiles.
  • Set access permissions as required.

  1. Manage Time-off:
  • Implement leave policies and track time-off requests.
  • Approve or decline requests based on company requirements.

Tips and best practices

  • Personalize Communication: Use personalized emails and notifications to engage candidates and employees better.
  • Automate Repetitive Tasks: Leverage Freshteam’s automation features to reduce time spent on routine tasks.
  • Keep Job Listings Updated: Regularly update job postings and remove filled positions to attract relevant candidates.
  • Gather Employee Feedback: Create feedback loops with employees during onboarding and offboarding to improve HR processes continuously.
  • Use Analytics: Utilize Freshteam’s analytics to understand recruitment trends, employee performance, and other key metrics.

Integration with Guru

Freshteam integrates seamlessly with Guru, allowing businesses to:

  • Sync Employee Profiles: Automatically synchronize and update employee profiles and organizational charts in Guru with data from Freshteam.
  • Enhance Productivity: Leverage Guru’s extension on Freshteam for instant knowledge and contextual suggestions without leaving the workflow.
  • Reduce Manual Tasks: Simplify access to updated information, minimizing manual HR tasks and boosting overall efficiency.
  • AI-driven Knowledge Access: Benefit from Guru’s AI search to get the most relevant information quickly, enhancing HR and team productivity.


Freshteam is a comprehensive HR software solution that caters to the needs of small to medium-sized businesses, HR professionals, recruitment agencies, and growing organizations. By integrating recruitment, onboarding, employee information management, and time-off tracking into a single platform, Freshteam simplifies HR processes and improves efficiency.

Incorporating Freshteam with Guru enhances these capabilities further by providing instant knowledge access and reducing manual HR tasks through seamless integration. We encourage businesses to explore Freshteam and integrate it with Guru to maximize their productivity and efficiency in HR operations.

Key takeaways 🔑🥡🍕

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