Managing Documents During Onboarding
by Khurram Iftikhar
Hiring a new employee involves a lot more than just an interview and an offer letter. For HR and recruitment teams, collecting, tracking, and organising all necessary onboarding documents can become an administrative nightmare. Traditionally, this process involves sending documents back and forth via email, leaving HR to chase down missing paperwork and keep track of which forms have been signed. This inefficiency frustrates HR teams and also impacts the new hire’s experience. Fortunately, Numla HR simplifies this entire process, providing an efficient, streamlined system for document submission and tracking.
Here's how Numla HR simplifies and automates this process to make employee onboarding faster:
Automatic Employee Profile Creation
Once a candidate reaches the "selected" stage in the recruitment pipeline, the recruitment team can seamlessly convert them into an employee profile within Numla HR. The system automatically transfers essential information from the candidate’s job application, saving time and reducing data entry errors. This ensures a smooth transition from candidate to employee, laying the foundation for a well-organised employee onboarding process.
Launching a Document Submission Plan
With the employee profile in place, HR can launch a customised onboarding plan. This plan includes a checklist of documents that need to be reviewed, filled, signed, or submitted by the new hire. The document submission plan can be triggered manually or set to launch automatically on a specific date, and it can apply to an individual employee or a group of new hires.
Employee Document Submission Process
Once the plan is live, the new employee receives an email invitation to start the document submission process. They log in and are presented with clear instructions, guiding them through each requirement. For each document, they can:
- Read the instructions and details.
- Download the necessary document.
- Fill out or sign it as needed.
- Attach the completed document as a response.
This step-by-step process eliminates confusion and allows new hires to stay organised, knowing exactly what documents are required and how to complete each task.
Efficient Tracking and Final Submission
After uploading all required documents, the new hire submits their responses, signaling to HR that their onboarding paperwork is complete. All submitted documents are stored in the employee’s profile, where they are easily accessible for future reference. HR can view the document statuses at any time, making it simple to track outstanding requirements and ensure compliance.
Final Thoughts
Numla HR transforms the onboarding document submission process, reducing administrative strain and providing a smoother experience for both HR teams and new hires. By automating and organising this process, Numla HR enhances efficiency, enabling teams to focus on what truly matters: supporting their new employees as they settle into their roles.
Simplify Onboarding with Easy Document Management
Eliminate the hassle of document chasing with Numla HR.