Compare the experience of completing a new hire onboarding form in Excel vs. a mobile-friendly, online, customizable form.
With an online form, you can digitize your job application and employee onboarding processes, including e-signatures, integrations with SQL databases, and automated workflows and routing. Automatically generate official W-4 and I-9 PDFs from submitted employee forms.
This onboarding workflow collects employee information,
personal allowances, employment eligibility and an online
signature before generating Federal W-4 and I-9 documents.
The documents contain data from the form including the
employee's signature. The employee fills in data and
signs once and the information is mapped to multiple PDF
documents reducing data entry.
The new employee can review the generated PDF documents
online and confirm that they are accurate before sending
them off to the HR department for review.
After everyone has approved, the workflow emails a PDF of the
documents to the employee.
Compare it with using PDF or paper forms.
New employees fill in basic information
like their name and social security number multiple times and
sign many forms. HR wastes time checking and correcting errors.
The automated process is far more efficient and
lets HR focus on talent rather than paperwork.
This job application process collects applicant information,
educational background and previous employment history in
detail. It validates all fields to ensure that required data
is provided and that it is valid. Using the form, the applicant
can also electronically upload a resume and digitally sign.
When the application is submitted, it's routed to a hiring
manager who can either approve or reject it. Finally, it's
routed to HR. If the manager has approved it, HR can take next
steps like schedule a phone screen or perform a background check.
Otherwise, HR can file the application away for the future. When
completed, the process emails a PDF to the provided email address.
Once again, the electronic process is far superior to using
paper or PDF forms on your website. Candidates get a better user
experience e.g. they can apply directly from their phone, the
e-form eliminates errors and reduces delays. It promotes efficiency
and lets HR have more time for what's important – your people.
New Employee Onboarding Conditionally Generates State W-4s
This onboarding process collects information necessary for
generating the Federal W-4 and either the NY or CA state
W-4 documents depending on the state the employee lives in.
Only the relevant form (NY or CA) is displayed and only the
relevant W-4 is generated.
Form fields including a signature collected online are mapped
to the W-4s. The same fields can be mapped to multiple PDFs
thereby removing the need to re-enter data and sign multiple
The new hire is given the chance to review the
generated W-4s online and to confirm that there are no errors
before the documents are submitted.
Finally, an email is sent to the employee with the relevant
Paper or PDF forms are incredibly inefficient and error-prone since
the employee manually determines which forms to fill in and
HR manually checks them.
This is a simple employee information form. It does not
include a workflow process that routes it to HR; instead
a PDF of the information is e-mailed to the HR department.
The form collects desired info such as Social Security
Number, marital status, address etc. and validates all the
data to ensure that there are no errors. As with most
frevvo forms, it is signed digitally without any need to
print, sign and scan paper. The final PDF is sent to HR
with all the data and signature for review and further
This electronic on-boarding process for a new employee at a school collects information necessary to setup the new employee such as School Messenger name, computer access, email accounts and mailing lists as well as requirements for keys or a badge/swipe card. When submitted, it routes first to the I.T. department and then to Facilities so that required tasks are completed in a systematic manner. Automatic validation in the e-form guarantees that provided data is complete and valid. All participants can sign electronically and use mobile devices if desired. When completed, the process emails a PDF of the completed on-boarding tasks.
New Employee Onboarding is a critical HR function
Talent is the most important factor to ensure success in the
21st century. A smooth onboarding process creates a great first
impression, integrates new hires quickly into the organization,
leads to increased productivity and higher employee retention
and satisfaction rates.
What's in typical employee onboarding forms?
New Hire Onboarding packets can grow quite unwieldy as they
Basic Employee Information.
Tax withholding e.g. Federal W-4.
At least one State W-4 in many cases.
Employment eligibility e.g. a Federal I-9.
Information Technology form – laptop, phone, database access etc.
Facilities form - office, desk and other supplies.
Non-compete and non-disclosure agreements.
One or more regulatory and compliance forms.
and, depending on industry, many others ...
Why use electronic employee onboarding forms?
Online new hire onboarding forms have significant advantages:
New employees can complete information in advance from
home before coming into the office. Instead of spending their
first few hours with tedious data entry, they can meet
colleagues and get to know the company.
Digital eliminates duplicate data entry. A new hire
packet can easily grow to 30-40 forms, especially in
industries that are highly regulated such as healthcare.
It's annoying and wasteful to fill in your first and
last name, SSN etc. so many times. With digital forms, each
unique piece of information is entered just once.
Instant, automatic validation eliminates errors and
omissions. The system can guide a new hire through the
process to ensure that the end result is an accurately
filled-in new hire packet.
Employees can also complete the packet on their
mobile device. This is particularly important for younger
employees who are used to doing everything on their phones.
With digital signatures, there's never a need
to print, sign and scan. Less paper improves efficiency
and is also good for the environment.
Approval and routing is handled electronically.
New hires don't need to figure out where to send in
forms nor does HR need to waste time on it. The system
automatically notifies Accounting, I.T.,
Facilities and other departments so the new hire setup
process is smooth and fast.
Why automate new hire onboarding forms with frevvo?
frevvo's software provides an easy-to-use interface
that your HR department can use to digitize onboarding forms.
Without writing any code or involving programmers, you can
still create a fully customized electronic process that exactly
meets your needs. We also provide numerous
for new hire onboarding as well as for other HR functions
so you can easily get started today.
We value your privacy and want you to clearly understand the
control you have over your information on all frevvo.com sites.
personalize content and to analyze traffic. By using our website, you