When a growing insurance organization operating across all 50 states found itself buried in manual new hire document workflows, the fix wasn’t hiring more HR staff. It was finally getting the right two tools to talk to each other.
Managing new hire onboarding documents at scale looks manageable on paper. Then the hours start adding up.
Houchens Insurance Group (HIG) is not a small operation. Built from five legacy agencies into a single employee-owned insurance partner headquartered in Bowling Green, Kentucky, HIG serves businesses and individuals nationwide. With nearly 500 employees and a growing workforce, their HR document management needed to keep pace.
For a while, it couldn’t.
The Problem: Every New Hire Document Was a Manual Project
Before HIG connected DynaFile to their Paylocity HRIS, their onboarding document workflow looked something like this: retrieve completed new-hire paperwork from Paylocity, save it locally, upload it to DynaFile, then track completion across both systems separately.
Repeat that for every new hire. Every acknowledgment. Every job description update.
It was time-consuming, frustrating, and prone to the kind of small errors that quietly snowball into bigger compliance headaches. And as HIG’s workforce expanded, the administrative drag grew with it.
The challenge became especially visible during company-wide initiatives. When HIG needed to roll out an updated employee handbook, the process required sending mass emails, tracking responses in Excel, collecting signed documents one by one, and manually uploading each to the system. What should have been a routine communications task became a multi-day administrative project for the HR team.
The Solution: Automated New Hire Document Filing from Paylocity into DynaFile
HIG already had two strong platforms in place. What they were missing was the connection between them.
By activating the DynaFile + Paylocity integration for automated onboarding document management, HIG transformed its HR document management from a series of manual handoffs into a fully automated workflow that begins the moment new-hire paperwork is completed.
Now, when a new hire completes their onboarding paperwork in Paylocity, DynaFile automatically takes it from there. Employee folders are created, and new hire onboarding documents, job descriptions, and acknowledgments are organized and filed in real time. Everything is immediately accessible to the HR team without anyone having to initiate the process.
How the DynaFile + Paylocity Integration Automates New Hire Document Filing
The integration pulls completed new-hire onboarding documents directly from Paylocity into organized, standardized employee folders in DynaFile, eliminating the need for manual retrieval, local storage, or re-uploading. Onboarding paperwork, offer letters, job descriptions, signed acknowledgments, and onboarding forms are consistently categorized and filed in every new hire record.
The handbook acknowledgment rollout, which once consumed hours of spreadsheet tracking, is now handled entirely through automated, background bulk document processing, allowing the HR team to focus on other tasks.
DynaFile’s multi-employee file view added another layer of efficiency, letting HR staff view and compare onboarding records across multiple employee folders at once rather than toggling between files one at a time.
Beyond speed, the automation creates consistency. Every new hire file is built the same way, every time. That standardization matters for compliance and audit readiness because it reduces the risk of missing documents, misfiled records, and inconsistent folder structures.
For teams managing electronic employee onboarding at scale, cloud-based HR filing systems enable keeping every onboarding file complete, consistent, and accessible without adding administrative overhead as headcount grows.
A Game-Changer for Efficiency and Accuracy
The DynaFile + Paylocity integration has transformed our document management by automating time-consuming tasks, reducing errors, and speeding up processes. It’s a game-changer for efficiency and accuracy, allowing us to focus on more strategic work.
Jordan Meador, Talent and Culture Business Partner, Houchens Insurance Group
The Results: Real Numbers, Real Time Savings
The impact at HIG wasn’t just qualitative. Before the integration, manually pulling, organizing, and filing new hire onboarding documents for 96 new hires accounted for roughly 48 hours of administrative work each year. Today, the same process takes 10 minutes or less per employee and runs largely without human intervention.
Across HIG’s nearly 500-person workforce, those efficiencies compound quickly. New-hire filing workflows are now 100 percent automated from Paylocity to DynaFile. Hundreds of hours of manual document work have been eliminated annually. And the HR team has reclaimed time that used to be lost to administrative overhead.
By the numbers
- 100% automated new hire filing workflows from Paylocity to DynaFile
- 10 minutes or less per new hire for onboarding document filing
- Hundreds of hours saved annually by eliminating manual document tasks
HIG is already planning the next phase, expanding DynaFile automation to manage annual training certificate tracking at scale.
Why This Matters for Paylocity Users
If your organization runs Paylocity and you’re still manually managing the new hire document side of HR, you’re doing twice the work. The DynaFile + Paylocity integration is designed specifically to close that gap: pulling completed onboarding files directly from Paylocity, building out organized employee file structures in DynaFile, and keeping everything audit-ready without requiring manual coordination between the two systems.
For HR teams managing electronic employee onboarding at scale, that kind of HRIS integration isn’t a luxury. It’s how you keep up without growing your administrative headcount as your workforce grows.
Explore the DynaFile + Paylocity integration for automated onboarding document management
Built for HR Teams Who Need More Than Storage
Document management isn’t just about storing onboarding files. It’s about making sure the right records are filed correctly, accessible instantly, and consistent enough to withstand compliance questions.
DynaFile’s automated onboarding integrations, cloud-based employee file management, and HR records management capabilities are built to reduce the manual effort HR teams carry while giving them better control and visibility over the records they’re responsible for.
HIG’s story isn’t unique. HR teams across insurance, healthcare, education, and other compliance-driven industries are discovering that the gap between their HRIS and their document management system is one of the most fixable sources of wasted time and compliance risk in their operations.
Why Automating New Hire Document Workflows Matters Now
HR teams are increasingly being asked to do more with fewer administrative resources. As onboarding volumes increase and compliance expectations grow, disconnected HRIS onboarding workflows quietly create major operational inefficiencies. Manually bridging the gap between an HRIS and a document management platform introduces filing errors, delays access to employee records, and limits the ability to scale as the workforce grows.
Integrating new hire onboarding document workflows between Paylocity and DynaFile eliminates those gaps while improving consistency, speed, and visibility across HR operations from day one of every new hire’s experience.
See How It Worked for HIG
Explore how DynaFile can help you eliminate paper, streamline operations, and create a more efficient, compliant, and connected HR team just like NANA North.
Want the full breakdown of what HIG was dealing with before the integration, what changed, and how the results stacked up?
Download the full Houchens Insurance Group HR automation case study
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