April 9, 2013 by Tom Zeliff Categories: Solutions

Onboarding a large number of employees in a compressed timeframe can be a nightmare. Some applicants are new and some may be returning employees, requiring you to know the difference between the two, to match those returning with their existing records and run new employees through the entire onboarding process—fast and without mistakes. It’s the kind of thing that makes you want to go on a permanent vacation.

Fortunately, with electronic forms (e-forms) and office automation software, there’s a better way: you can streamline the entire process with something we call HR onboarding automation.

Automation Begins with E-Forms

E-forms simplify the onboarding process for both re-hires and new hires by capturing data without paper. This eliminates the need for manual, error prone data entry and space-consuming file cabinets. E-forms can also exchange data with your HR and payroll systems, which allows for merging the data with an existing record or using the data to create a new record and automatically alert you to what needs to be captured for all applicants.

By utilizing office automation software, completed e-forms, scanned documents and electronic documents will automatically route to the appropriate personnel for review and approval. This accelerates processing, improves visibility and accountability and streamlines a once cumbersome and time consuming process. More advanced office automation software will alert you if any information or documents are missing from an employee application file.

All employee information is then most effectively managed in an electronic document management repository where you can secure access rights to each record and/or folder to ensure compliance—either on-premise or in the cloud.

Case in Point

Here’s an example of how e-forms and office automation software simplify and streamline the onboarding process for a summer educational program that serves thousands of children with hundreds of teachers, counselors and support staff, both new and returning.

The onboarding process begins when applicants fill out an e-form onsite with a signature pad used as part of the process. Data from this e-form is compared with information in the employer’s payroll system. Re-hires are recognized based on a match of SSN and address and the e-forms are automatically populated for review and approval by the returning applicant.

If there is no match, the applicant will need to complete the e-forms generated as part of the new hire process. The appropriate e-forms to be completed are generated based on the job applied for, e.g. teacher vs. staffer (W2s, I-9s, etc.). Upon completion, the e-form and any accompanying scanned document or electronic files are routed to the appropriate personnel for review and approval with workflow automation software. The software even alerts the employer as to what documentation is needed and/or missing in the process, information that is needed before a new hire can start work. For both new and re-hires, their information is uploaded into the HR and payroll system automatically, eliminating the need for any manual data entry and streamlining the process. The completed e-forms are then stored in the document management software for retrieval when necessary.

Hiring Headache Averted

In both the new hire and re-hire scenarios, e-forms and office automation in the form of document management and workflow automation software ensure that all required information is automatically collected, exchanged with HR software, there are no gaps in information and it is in compliance with all appropriate regulations. This shortens, streamlines and simplifies the onboarding process for many organizations, especially those with seasonal hiring needs including summer camps, retailers, schools, and manufacturers.

Streamline your HR onboarding