Electronic Filing

One of the greatest ways to inspire a new employee is by giving them an incredible onboarding experience. The reason for any electronic onboarding program is to welcome them to your place of business, get them “papered up” and assist them in becoming acclimated to their job as effortlessly as possible.

Employees who have received a smooth onboarding process will feel more confident about joining the team on their first day. They feel more connected to their colleagues and to the company itself. By employing an online onboarding solution, companies can pre-board their new hires, receiving all of their completed and signed documentation ahead of time. This allows new hires to hit the ground running with their team on the a first day at work instead of stressing over a stack of paperwork. 

Online Onboarding Saves Time

There is nothing worse than starting a new position with all of the excitement in the world and then arriving on your first day to – an enormous stack of onboarding paperwork. It is the reality at many workplaces, but it doesn’t have to be. Online onboarding can save your HR staff and new hires a ton of time. Instead of filling out all of their paperwork on day 1, your new employees can complete and legally sign everything online before their first day. Here are some time-savers of onboarding online:

• Onboarding templates let you create a template for your entire onboarding packet. When it is time to onboard a new hire, simply select the appropriate onboarding packet, enter their name and email address and you’re done!
• Online onboarding templates allow for auto-completion. Start your onboarding packet with an Employee Data Sheet to capture all of the annoying-to-enter information like the new hire’s address, SSN, etc. You can set up your templates so that this information is only required once and will be auto-completed on all subsequent forms in the packet – cutting down on typos significantly.
• Onboarding templates allow you to lock down required information. New hires will not be able to complete their onboarding packet until all required information is filled out. Now HR will never again have to worry about tracking down staff with incomplete onboarding information.
• Online onboarding templates let you include a space for a signer attachment or required link. By adding a “signer attachment” to onboarding documents like your Direct Deposit Form, new hires can upload a copy of their voided check or photo ID as they go through their onboarding packet. A “required link” can also be added to documents like your Handbook Acknowledgement. The new hire will be required to click on the link and view the digital version of your employee handbook before signing off.
• Online onboarding packets can be routed automatically. Routing and workflow for online onboarding packets can be dialed in as part of the template. So, when you onboard a new employee, you can automatically have the packet sent to the new hire, then to Payroll, back to HR and then filed away.

If you are looking for an online employee onboarding solution, contact us today at DynaFile. We have been helping HR go paperless for 15 years. Our scan-to-cloud software provides a quick and easy way to convert your existing paper files to electronic format while our paperless onboarding solution lets your office stop generating paper from day one. All of your files are easily manageable from the DyanFile cloud, providing secure, instant access to the documents your staff needs on a daily basis. Give us a call today for a free demo!

Traditionally, HR has been a department that generates and stores an enormous amount of paper.  Between hiring, firing, training, and managing employees – and retaining documentation on all of the above – HR has had an ever-increasing amount of paper work to deal with. But advances in technology have enabled easier and more reliable ways to capture and retain the needed documentation. One of the areas that can most benefit from a paperless system is your onboarding process.

Having a formal employee onboarding procedure serves several purposes, not the least of which is ensuring that all incoming employees receive specific information on certain federal, state, and company regulations and policies. For example, FMLA-covered employers are required to train new hires on their rights and responsibilities under the FMLA. But along with providing the information, it is equally important that employers be able to prove that such training was provided, especially in the event of a lawsuit filed by a disgruntled former or current employee.

Fortunately, implementing a paperless onboarding system can improve both the efficiency and reliability of your onboarding process. Rather than tying up one or more of your HR staff printing and/or gathering all needed forms, and then spending hours reviewing them with the new hire, you can instead send the documents to the new hire to complete prior to the first day of work, so the employee is ready to hit the ground running. The system can make sure all needed forms are completed so your staff won’t have to spend valuable time later tracking down the new hire to obtain a missed signature. And electronic onboarding eliminates the need for tedious filing – the system will automatically place the documents in the employee’s personnel file once they have been completed.

But an even bigger advantage of an electronic onboarding system is the ease with which documents can be retrieved when needed. Instead of having to sift through file cabinets full of personnel files, hoping the one you are looking for hasn’t been misfiled or lost, you can simply type in the employee’s name and view all the information you need. You will be especially appreciative of this convenience should you ever need to collect employment documentation for an unemployment hearing, EEO audit, or legal proceeding!

For more information about how converting to a paperless onboarding system can benefit your HR department, contact us today. DynaFile is a paperless employee onboarding solution that helps Human Resources operate more efficiently. New hires can review, fill out and legally sign all onboarding documentation completely digitally before their first day in the office. They can even attach supporting documentation like a voided check for direct deposit or a photo ID. Contact us today for a free demo!

Onboarding a new employee creates a lot of paperwork. Before new hires can officially join the team, there is a stack of onboarding documents that they must review, fill out and sign. For many companies, this means a good portion of your new employee’s first day is spent tackling these forms with a trusty pen in hand. Completing onboarding packets the old fashioned way can cause problems, though.

With so much documentation to review, it can be very easy to skip over an important section or forget to add a critical signature. New hires are also faced with the urge to plow through onboarding paperwork as fast as possible so they can move on to tasks more closely related their new job. When all is said and done, HR is left with a hastily filled out onboarding packet in form of a giant stack of paper. Reviewing an onboarding packet in this format can be pretty tedious. This year, why not ditch the pen and paper? Here’s how to streamline new hire paperwork in 2015 with electronic employee onboarding.

No More Incomplete Information On Onboarding Forms

With paper onboarding forms, it is incredibly easy to skip over an important section or forget to add a required signature. Many times to make these required sections pop out more to new hires, HR will manually highlight important sections or add “X”s everywhere a signature is required. This is a huge waste of time!

With electronic onboarding forms, you can create templates for your onboarding packets. Simply use your existing onboarding forms as a base for your template and use an easy drag-and-drop interface to overlay them with digital form fields. You have the option to make any field in your templates required. So, when you’re new hire is going through their onboarding packet, they won’t be able to complete and sign off on it until all required fields are filled out. Best of all, once created, onboarding templates can be used over and over again for all of your new hires. 

Onboarding Paperwork Can Be Completed Before Your New Hire’s First Day

With a pen and paper onboarding process, your new hires probably feel a bit of pressure. They don’t want to waste time filling out tax forms and reviewing the employee handbook on their first day. They want to hit the ground running, meet their team and start doing the job they were hired to do. Electronic onboarding allows them to do just this.

Online forms and electronic signatures can replace pen and paper forms. Now, your new hires can review, fill out and sign all of their onboarding documentation remotely, before their first day on the job. HR simply selects the appropriate onboarding packet and enters the new hire’s name and email address. Your new employee will receive an email with instructions and a secure link to their onboarding documentation which they can now review and complete at their leisure, pressure-free. 

Say Goodbye To Paper Filing

Paper onboarding packets can get messy quick. Certain sections need to be copied to go out to different departments and certain sections need to be treated with a high level of security. In this situation it is very easy to skip a step, lose a piece of paper or misfile something. One of the nice things about electronic onboarding is that much of this is automated for you. Once the new hire has completed their onboarding packet, it gets automatically routed to the next person in the workflow (Payroll, Manager, HR, etc). Once all individuals in the workflow have completed their sections of the packet, a new employee folder is created and all completed onboarding documentation is filed inside automatically. 

Take A Look At Electronic Onboarding This Year

If you’re considering switching to an electronic employee onboarding process this year, contact us today. DynaFile’s onboarding and file management software has been helping HR departments operate more efficiently for over 15 years. Our comprehensive solution helps you take your existing files paperless fast. From there, manage all of your files more efficiently from the cloud with secure, 24×7, segmented access. Moving forward, you can stop creating paper all together by replacing pen and paper processes with online forms and esignatures. Contact us today for a free demo!