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
How New Employee Self-Onboards?
- 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.
How Aptien HR Supports Your New Employee Onboarding?
New Hire Documentation and Record-Keeping
- Gather and update employee personal details (e.g., contact info, direct deposit information, uniform sizes).
- Upload all necessary new hire paperwork.
- Track receipt of company equipment or tools and document training on how to use them.
- Confirm employees have reviewed company policies, handbooks, and manuals.
- Verify receipt of key information and completion of initial onboarding training.
Workstation and Equipment Setup
- Set up the employee’s workspace, equipment, and any required uniforms.
- Coordinate with IT and Facilities teams.
- Quickly create and manage new hire onboarding checklists.
What Personal Information Does a New Employee Typically Provide?
- Personal Information: Full legal name, current address, phone number, email address, and emergency contact information (name, relationship, phone number).
- Bank and Payroll Details: Bank account information (routing number and account number) for direct deposit, completed W-4 form for federal income tax withholding, and state tax withholding forms (if applicable).
- Work-related Preferences and Equipment Needs: Uniform size (if applicable), IT equipment preferences (e.g., keyboard, mouse), accessibility requirements, and any other job-related needs.