The onboarding process is vital for setting up new hires for success. Traditionally, this process has involved mountains of paperwork, multiple forms, and plenty of time spent on administrative tasks. Paperless employee onboarding refers to the use of digital tools and software to handle all the tasks that were once carried out on paper during the onboarding process. This includes everything from submitting personal details and tax forms to completing training modules and reviewing company policies—all done electronically.
Why Use Paperless Onboarding Software?
The transition to paperless onboarding isn’t just about reducing paper consumption; it offers many advantages that can improve both the employer and employee experience.
- Efficiency: Paperless onboarding significantly reduces the time it takes to complete new hire paperwork. With digital forms, everything can be filled out and signed electronically, saving both time and effort.
- Accuracy: By using electronic forms, errors are reduced. For example, digital forms can have validation checks to ensure that the required information is provided correctly.
- Convenience: New hires can complete their forms and training modules from any device. They can start the process before their first day or during breaks without waiting for someone to hand them paperwork.
- Compliance: Onboarding software can be designed to keep businesses in compliance with legal requirements, such as tax forms, non-disclosure agreements, and other necessary documentation.
- Cost-Effective: By reducing the need for paper, ink, and physical storage space, businesses can save on both material costs and storage space.
How to Set Up a Paperless Onboarding System
Setting up a paperless onboarding system for new employees is easier than it may seem. Here’s how to go about it:
Choose the Right Onboarding Software
The first step is selecting the right employee onboarding software. Many software solutions are available, each offering a variety of features. Look for a platform that allows you to:
- Customize forms and documents
- Send documents for e-signature
- Automate document collection and filing
- Integrate with your HR software
- Offer training modules or videos
- Track the progress of new hires through the onboarding process
Evaluate your business’s specific needs and find a software solution that aligns with your goals. Many platforms offer free trials, so take advantage of those to test out the software before making a decision.
Digitize Onboarding Documents
The next step is converting your existing onboarding documents into digital formats. This includes:
- Employment contracts
- Tax forms (e.g., W-4, I-9)
- Direct deposit forms
- Non-disclosure agreements (NDAs)
- Company policies and handbooks
Most onboarding software allows you to upload PDF versions of these documents and convert them into editable forms. From there, your new hires can fill out the necessary fields, sign electronically, and submit them instantly.
Integrate with Your HR System
To make your onboarding process seamless, integrate your paperless onboarding system with your existing HR software. Integration makes sure all employee data is correctly transferred to your HR management solution, reducing duplication of efforts and maintaining data consistency.
For example, integrating your onboarding software with your payroll system will automatically update employee compensation details once the forms are completed. This reduces manual data entry and speeds up the process.
Set Up Employee Training Modules
Employee training is a key part of the onboarding process. With paperless onboarding, you can integrate training modules into your software. This allows new hires to review the training materials at their own pace, without the need for paper handouts or in-person sessions.
Include essential materials such as:
- Company culture and values
- Safety protocols
- Job-specific training
- Software or tools training
Make sure the training is interactive, with opportunities for new hires to test their knowledge or ask questions. Many software platforms allow you to incorporate video training, quizzes, and downloadable resources.
Create a Welcome Portal
A welcome portal within your onboarding software can be an excellent way to make your new hires feel welcomed and informed. This portal can contain:
- The company’s mission, vision, and values
- Organizational chart
- Contact information for key team members
- A calendar of important dates
- Instructions for accessing payroll, benefits, and other systems
Having all this information in one place can make the onboarding experience more organized and enjoyable for your new hires.
Automate Follow-Up Reminders
Automating reminders throughout the onboarding process ensures that tasks are completed on time. For example, if a new hire hasn’t completed all necessary forms within a certain timeframe, the system can automatically send them a reminder email or text.
This also helps HR managers stay on top of who has completed each part of the process, allowing them to follow up proactively.
Track Onboarding Progress
One of the significant advantages of paperless onboarding is the ability to track progress in real-time. Most software solutions allow you to monitor which steps each new hire has completed and which tasks remain unfinished.
This helps HR teams identify potential bottlenecks or delays, allowing them to take action quickly. It also enables managers to review the onboarding experience and make improvements where necessary.
COMPEO: Effortless Employee Onboarding via Text Message
Setting up a paperless onboarding system for new employees offers a wide range of benefits for businesses, from saving time and reducing paperwork to improving security and compliance.
At COMPEO, we specialize in offering efficient onboarding, payroll, HR, and PEO workers’ compensation services with a focus on innovation and simplicity. Our onboarding software is designed to eliminate the traditional administrative burden and streamline the entire process for new hires. Since our inception in 2021, we’ve become one of the fastest-growing companies in America, earning a spot on the INC 5000 list in 2024.
New hires can complete all necessary documentation, from tax forms to direct deposit information, directly from their phones. The process is fully digital, eliminating the need for physical paperwork and reducing errors. You’ll be able to track progress, ensure timely completion, and access all onboarding documents in one secure, cloud-based platform.
Ready to simplify your onboarding? Call us at 1 (855) 688-0104 or get your custom quote online to experience a hassle-free onboarding process with COMPEO.