HR onboarding · offer to first week
The paperwork is done before they arrive. You can see it is.
New hires sign the offer and fill in their forms from an email, with no account. Each document files itself into one onboarding packet, and the packet tells you what is still missing, days before the start date.
Onboarding in four steps
01
Offer signed
The offer goes out for e-signature and comes back filed in the new hire’s record, as a signed PDF.
02
Forms filled online
Tax, direct deposit and policy forms filled in on a phone or laptop, not on a clipboard in the lobby.
03
Tasks handed out
IT, payroll and the hiring manager each hear about their part when the document they need arrives.
04
File complete
Every document lands in one employee record, and the packet says Complete. If not, someone is reminded.
Who does what, when
One hire, three people, four moments.
Offer accepted
- New hire
- Signs the offer letter from an email link. No account to create.
- HR
- Sends the offer for signature. The signed PDF files itself to the new hire’s record.
- Manager and IT
- Are emailed the start date the moment the signed offer is filed.
Before day one
- New hire
- Fills in the new-hire, W-4 and direct deposit forms from another emailed link, on a phone or laptop.
- HR
- Watches the packet fill in. Nothing to retype: form answers become the document’s fields.
- Manager and IT
- IT gets the new-hire form in its queue to set up the laptop and login.
Day one
- New hire
- Completes Section 1 of the Form I-9 and shows their documents.
- HR
- Completes Section 2 of the I-9 with the new hire.
- Manager and IT
- The manager has the person, not a stack of paper.
By day three
- New hire
- Signs the handbook acknowledgment.
- HR
- Gets a list of anyone whose packet is still incomplete.
- Manager and IT
- The manager can open the personnel file. Medical and leave forms stay with HR.
Form I-9 timing follows USCIS: Section 1 by the first day of work, Section 2 within three business days. The software keeps the completed form; your HR team completes it.
In Content Central
Four pieces, and onboarding stops being a chase.
Forms that file themselves
Your existing new-hire forms become fillable PDFs. Email one to the new hire; they fill it in and press Submit on a link that expires. The form is filed with its answers as fields, every submission is versioned and logged, and there is no data entry.
Signatures from an email
Request signatures from anyone with an email address, in the order you set. When everyone has signed, the signatures are flattened into the PDF and saved as a new version, and you are told.
One packet per new hire
Define the documents every hire must have, keyed on the employee ID. Each document joins the packet when it is filed, from any source, and the packet shows Complete or what is missing.
Reminders on the gaps
A rule watches for packets still incomplete and emails HR the gaps while there is time to fix them. Another lets IT know the moment the new-hire form arrives.
After the first week, the file belongs to records management: separate I-9 and medical files, access by role and retention.HR document management
Onboarding a few people a year?
Nucleus One keeps it in one simple app.
Forms, e-signatures in signing order and tasks for IT, payroll and the manager, in one place, with apps for iPhone and Android so a manager can approve from the floor.
About Nucleus OneSend us the forms you hand every new hire.
In a free live demo we turn them into emailed forms, set up the packet, and show you one hire going from offer to complete.