Once you decide to onboard a new employee, you begin preparing all the necessary information, documents, workstation, and equipment that must be ready before their start date.
- Collect all essential HR and new hire paperwork.
- Gather necessary personal information from the new employee to complete their setup.
Onboarding Preparation using a Mobile Application
- Allow new hires to complete all required forms and information online before their first day.
- Eliminate the need for new hires to email sensitive personal data.
- All information exchange happens through a secure, dedicated platform.
How to Prepare a New Employee's HR File
- Create a new employee profile/record
- Provision employee access to company systems and software
- Share access credentials/details with the employee
New Employee Self-Onboarding Process
- Log into the secure onboarding application.
- Upload documents required for their employment agreement and legally mandated forms (e.g., tax forms, I-9, and payroll information).
- Upload personal information directly to their HR file, such as ID number, photo for company ID, Social Security Number (SSN), bank account details for direct deposit, professional licenses/certifications, and more.
- Review the provided employment agreement and all other relevant company and HR documents.
- Before their start date, familiarize themselves with key company documents, policies, and rules.
What Aptien HR Helps You Achieve When Onboarding New Employees
New Employee Documentation and Record-Keeping
- Collect and update employee personal information (e.g., contact details, bank information, uniform sizes).
- Upload all required new hire documents.
- Confirm receipt of company-issued equipment or tools, and document training on their proper use.
- Confirm acknowledgment of company policies, manuals, and the employee handbook.
- Confirm receipt of essential information and completion of initial onboarding training.
Workplace and Equipment Preparation
- Prepare the employee's workstation, necessary equipment, and any required uniforms.
- Coordinate efforts with IT and Facilities departments.
- Efficiently create and manage new employee onboarding checklists.
What Personal Information Does a New Employee Typically Provide
- Personal Information: Name, address, phone number, emergency contacts.
- Bank and Payroll Details: Bank account for direct deposit, tax forms
- Work-related Preferences and Equipment Needs: Shoe size, clothing size, IT equipment preferences (if any).