Quick answer
Onboarding starts when an admin adds the new hire under Employees → Add employee — they get a welcome email with a link to set their password. The Get Started page then walks them through a 10-step form (personal details through documents and declaration) that autosaves as a draft. Admins review submissions and either approve or request changes with a note.
Inviting a new hire
Only admins can add employees. Employees → Add employee captures the essentials — name, email, department, designation, joining date — and sends a branded welcome email with a secure account-setup link. The employee record is created immediately, and an employee ID is assigned right away: either the one you typed, or an auto-generated one following your company's format (a configurable prefix and number width, like SAAS0011).
The onboarding form
After setting a password, the new hire lands on Get Started and works through ten steps: welcome, personal info, contact and emergency details, ID proofs, education history, professional experience, references, banking, document uploads, and a final declaration with a typed signature.
Two things make it painless:
- Autosave — every change is saved as a draft within seconds, including which step they're on. A "Draft saved" timestamp confirms it; closing the tab loses nothing.
- Step indicators — each step shows green when complete and amber when something's missing, and submission re-validates all ten steps, so nothing arrives half-filled.
Document capture
The form collects documents inline as PDF, JPG or PNG uploads: Aadhaar, PAN and a passport-size photo are required, alongside education marksheets and certificates, a cancelled cheque or passbook for banking, and — for experienced hires — relieving letters, experience certificates and recent payslips. Everything is stored against the employee and later surfaces in their document vault and on their profile for HR.
Admin review
On Get Started, admins see a status table of every onboarding form — draft, awaiting review, approved, or changes requested. For a submitted form there are two actions:
- Approve — the form is locked read-only and the employee gets a congratulatory notification.
- Request changes — you must include a note explaining what to fix. The employee is notified, the form re-opens with the note in an amber banner, and they re-submit when done. The loop repeats until you approve.
Both actions are recorded in the audit log with the reviewer and timestamp.
Frequently asked questions
- What if the new hire loses their form progress?
- They won't — the form autosaves as a draft moments after every change and shows a "Draft saved" timestamp. They can leave and pick up on the same step later.
- What happens when HR requests changes?
- The form becomes editable again with HR's note shown in a banner, and the employee gets a notification. They fix the flagged items and re-submit for another review.
- How are employee IDs assigned?
- Automatically when the admin adds the employee, using your company's configurable format — a prefix plus a zero-padded number (for example SAAS0011). Admins can also type an ID manually.