For every organization, paperwork is a painful fact of life. Traditionally, most of these tasks fall to members of the human resources department, whose staff can quickly get overworked if they are understaffed or overwhelmed with a wave of new assignments all at once.
Even today, many organizations continue to manage this assortment of hiring and onboarding tasks with a paper-based system. But ExactHire’s OnboardCentric platform offers an excellent employee onboarding software solution that can end an employer’s reliance on paper, and do so while making this work easier and more efficient–especially for existing staff members.
Among the many steps involved in onboarding an employee, one of the first is ensuring that you have designated specific staff members to confirm that new hire’s identity and ensure that his stated information is accurate. This is a time-intensive process and can be even more challenging if you have multiple locations over a wide geographic area.
With ExactHire’s employee onboarding software, it’s easy to assign various Roles to existing employees who are charged with carrying out specific actions during the employee onboarding process. When it comes to confirming employment eligibility verification for newly hired employees, OnboardCentric allows employers to create a role for “I-9 Approver.”
Our paperless onboarding software can even integrate with E-Verify (a federal government identity verification tool) if your organization participates in that program. E-Verify automatically reviews your new employee’s information and matches it to government records to verify that the person is who they say they are. It takes none of your time and eliminates the risk of a bad hiring decision.
As documents and other forms are completed by new hires, HR personnel and existing staff can easily use their own employee onboarding dashboard to pull up the document, review it and send it along to the next person in line — or to approve the employee to proceed with other steps in the onboarding process.
Make sure no items fall through the cracks by customizing the time frame during which existing staff members must take action on onboarding tasks and/or countersign digital paperwork. OnboardCentric allows you to choose how soon forms, documents and tasks become due. Plus, automatic email reminders are sent to those involved in the process once an item has reached its due date. You choose whether due dates and reminders are based on an employee’s hire date or start date.
With onboarding software, you no longer have to be in the same room to receive and review a document. In fact, you can review and authorize forms from anywhere you have an Internet connection. And with electronic signatures, you can provide this authorization securely.
In the course of customizing your onboarding software to meet your company’s needs, organizations can choose which tasks should be a part of their onboarding workflow, as well as which existing staff member Roles are necessary for success. Automating the onboarding process lets new hires work at their own pace, while HR is freed from having to wait to authorize new tasks. Automation will ultimately allow for a faster onboarding experience while HR puts its efforts toward other needs within the department.
Here are some examples of reminders that improve onboarding efficiency:
With such effective, cost-efficient solutions now available, it doesn’t make sense for organizations to continue drudging through paperwork purgatory.
Contact ExactHire to learn more about OnboardCentric employee onboarding software and existing staff reminders.