Use cases by capability
Onboarding a new employee
Contract, paperwork and first-day training, without paper folders.
Employee onboarding has an immovable date — their start day — and depends on a person who is not inside yet sending you things. It is exactly the case a phased process is for.
Before day one
- Signed contract. Starting unsigned is your problem, not theirs.
- Identity document and social security number.
- Bank details for payroll.
- Qualifications, if the role requires them.
On day one
- Confidentiality and data protection agreement.
- Equipment handover, with acknowledgement.
- Mandatory health and safety training for the role.
Watch out
This handles a person's identity document and bank details: ask only for what you genuinely need, store it where only the right people see it, and do not leave it circulating by email.
Worth knowing
Sending the contract to sign three days ahead instead of handing it over on day one avoids the classic "they start today and have not signed yet" — which is commoner than it sounds.
What expires
Mandatory training and some medical checks lapse. Marking them at onboarding means the warning arrives on its own two years later, when nobody remembered.
›Can they sign the contract from a phone?
Yes, and that is the norm before starting.
›What about an urgent hire?
The process does not get in the way: send what blocks and the rest in parallel.
›Can it be reused for renewals?
Yes, with a shorter version asking only for what changes.
A real case
The situation
A company brings in eight people in September.
What you do
- Launches onboarding for all eight three weeks ahead
- Contracts are signed before day one
- Training is recorded with an expiry date
What you get
All eight start fully signed up, and in two years the training renewal warning arrives on its own.
The situation
Somebody starts on a Monday and their contract is signed the following Thursday.
What you do
- Launches the process when the contract is agreed, not on arrival
- Sends the contract and policies for signature before day one
- Checks what is missing the day before
What you get
The person starts with a complete file and without spending their first day on paperwork.
The situation
Ten people are hired for a campaign and onboarding is done one by one.
What you do
- Launches the same process to all ten
What you get
Bulk onboarding does not consume the week.
The situation
A document is missing and nobody spots it until the inspection.
What you do
- Checks what is missing per person
What you get
The gap shows before a third party sees it.
The situation
Documentation expires and the person keeps working.
What you do
- Records expiries per person
What you get
The warning arrives before it bites.
The situation
Somebody joins and does not know what they have to sign.
What you do
- They receive the list of what is theirs
What you get
Onboarding completes without anyone explaining it.
This article answers
- new employee paperwork
- sign the contract before they start
- employee onboarding documentation
- what documents to ask a new hire for