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HR Onboarding

Onboarding paperwork is one of the highest-volume signing workflows for most HR teams, and one of the easiest to streamline. New hires can sign their entire onboarding packet before their first day, from their phone, without printing a single page.

What to Include in an Onboarding Package​

CategoryExamples
EmploymentOffer letter, employment agreement, confidentiality agreement
TaxW-4, state withholding forms, direct deposit authorization
BenefitsHealth plan enrollment, 401(k) election, beneficiary designations
PoliciesEmployee handbook acknowledgment, code of conduct, IT acceptable use
ComplianceI-9 Section 1, background check authorization

Bundle these into a single agreement so new hires complete everything in one signing session.

Setting Up Onboarding Templates​

Templates are strongly recommended for onboarding, the document set is the same for every hire, so preparing it once and reusing it saves significant time. → See Creating Templates to get started.

When building your onboarding template:

  • Use auto-population to have the new hire's name and other repeated details fill in automatically once entered
  • Use conditional tags to show state-specific withholding forms or remote work sections only when relevant, based on the hire's work location or employment type
  • Set the HR countersignature as a second routing step so the new hire signs first, then HR reviews and countersigns

Timing and Reminders​

Send onboarding documents 1–2 days before the start date, not earlier. Sending too far in advance leads to documents sitting unsigned until the last moment.

  • Set expiration to 5–7 days, short enough to create urgency, long enough to give the hire time
  • Enable daily reminders, the onboarding timeline is short, so more frequent nudges are appropriate
  • Use the email message field to set expectations: what they're signing, approximately how long it will take, and who to contact with questions

→ Configure reminders and expiration in Notifications & Reminders.

Onboarding Many Hires at Once​

When you're onboarding a cohort of new hires simultaneously, Bulk Send lets you send each person their own personalized copy in a single operation, rather than creating individual agreements one by one.

Prepare a CSV file with one row per hire (name, email, start date, role, etc.) and map the columns to your template's tags. Each hire receives their own agreement, pre-filled with their details.

Compliance Considerations​

I-9 verification, Electronic signatures are permitted for Section 1 (employee attestation). Section 2 (employer document inspection) typically requires an in-person review of identity documents. A common workflow: send Section 1 electronically before the start date, then complete Section 2 in person or by video on the first day.

State-specific forms, Use conditional tags to show state-specific withholding or disclosure forms based on the hire's work location. When they enter or select their state, the relevant forms appear automatically.

Remote hires, Add SMS verification for an extra layer of identity assurance when you can't meet in person. Include equipment acknowledgment and remote work agreement sections in the onboarding package.

Tracking Completion​

Go to Sign > Agreements and filter to your onboarding agreements. Key things to watch:

  • Sent but not viewed, the hire hasn't opened the email yet. Follow up directly; it may have gone to spam.
  • Viewed but not signed, they're in progress. Give them a day, then reach out if still unsigned.
  • Completed, ready to download and file.

If a hire is approaching their deadline without signing, extend the expiration from the agreement detail page and send a manual reminder.

→ See Status Tracking for the full dashboard walkthrough.

After Signing​

Download signed documents and add them to the employee's HR file or document management system. Keep signed onboarding documents for 7 or more years per applicable labor laws, consult your legal team for jurisdiction-specific requirements.

Troubleshooting​

New hire can't access the agreement, Verify the email address and check whether the invitation went to spam. If the deadline passed, extend the expiration from the agreement detail page.

New hire is unsure how to sign, Point them to the Signing Experience guide. Most uncertainty is resolved once they know they can type, draw, or upload their signature.

Deadline approaching with documents still unsigned, A quick call usually resolves hesitation. Extend the expiration if more time is needed.