Our fully electronic Onboarding module automates the onboarding process using electronic forms (E-forms) converted from your original onboarding documents (company handbooks, compliance forms, etc.) or online web forms (emergency contact, etc.). Once an applicant is hired, HR officials can send a request to the new hire that includes a link to access the required onboarding documents. When received, the employee will complete the forms and return them online to your system.
Converting a PDF to a Fillable Form
Onboarding Forms
The first step of configuring your Onboarding process is to upload or create a variety of Onboarding Forms. Once added, the available forms in your library can be assigned to the New Hire as a part of a package or individually at the time of package assignment.
Creating a Web Form
Using our question builder technology, users can build Onboarding web forms to include in your Onboarding Package as needed.
- From the Onboarding menu, select Onboarding Forms.
- Click +NEW and then select Create new web form from the drop-down.
- Enter the Form Name, which will be visible to new hires.
- Add an optional description or set of instructions in the Section Intro text box, which will be displayed to the new hire.
- Enter your onboarding questions in the space provided and select the Question Type from the dropdown (Acknowledge, File Upload, Multiple Choice, Text, Yes/No). Follow the system prompts for each particular question type, such as setting up the multiple choice answers.
- Include additional questions by clicking Add Question and repeating the process.
- Use the arrows to drag and drop the question to move it to a different location on the form. The questions will appear to the new hire in the order shown here.
- Remove unwanted questions by clicking the red X.
- Click SAVE to complete the web form which will be added to your forms library with the type set as Standard.
Upload a PDF (read-only)
Read-only PDFs can be used in your onboarding package as a notice, poster, etc. Uploading a PDF is also the first step in converting your onboarding documents (including any state and federal government forms) to become a fillable document.
- From the Onboarding menu, select Onboarding Forms.
- Click +NEW and select Upload PDF form from the drop-down.
- Browse and select a PDF file from your computer using the options in the dialog box and click Open to continue.
- The PDF will be added to your forms library with the type set as PDF (read-only).
Converting a PDF to a Fillable Form
To convert a PDF (read-only) to an interactive fillable form, the original file must be uploaded already to your Onboarding Form Library. Once converted, fillable forms will be completed with HelloSign E-signature, which produces an audit trail for compliance. Each step and action taken within a particular file is documented, including the dates, times, IP address, first and last name, and email of when the file was sent, viewed, signed, and completed.
- If the PDF is not in your Onboarding Forms Library, follow the steps above to add a PDF Form to your library before you can begin the form conversion process.
- Once the form is in your Onboarding Forms Library, click the form Name to open the PDF or click the ⋮ menu of a standard form and select Edit from the drop-down.
- Edit the Form Name, which will be visible to new hires, by updating the text in the field.
- Include an optional description or set of instructions in the Section Intro text box, which will direct new hires at the beginning of their onboarding.
- Click CONVERT to begin the process of changing the PDF (read-only) to a fillable PDF.
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A notification will confirm you are beginning the process to convert your PDF to a fillable form. Choose if the form will be signed by only the New Hire or if an HR signature will also be required and click CONVERT.
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- Selecting No will create a Single-Signer form, which requires completion and/or signature by the New Hire only.
- Selecting Yes will create a Multi-Signer form, which requires completion and/or signatures from both the New Hire and a member of the hiring team or an Admin user.
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- The system will begin preparing your file and when ready, the conversion editor will open.
- Designate who is responsible for completing the required fields by selecting the Signers from the dropdown. The fields for each type of signer will be color coded.
- Place the various fields (Signature fields (Signature, Initials), Auto-fill fields (Date Signed, Full Name, Email, Company, Job Title), or Standard fields (Textbox, Checkbox, Dropdown, Radio Group) throughout the document using the left menu tools.
- Click an available field, such as "Textbox," and then drag it onto the form to create a fillable field.
- Customize the boxes using your cursor to enlarge or widen them to fit your PDF.
- Using the right menu tools of the conversion editor, you can adjust the available field settings:
- Use the Assigned to field to the New Hire or HR / Admin to identify the responsible party.
- Mark the field as required or optional
- If the field contains PII (personal identifying information) such as social security number (SSN) toggle the switch on for Masked typed text.
- Enter Placeholder Text indicating what the field is used for
- Update field Formatting to an alternate font or size.
- Use the data Validation field to help you collect more accurate information by allowing you to set rules on the text fields your signer will fill out. Examples include phone number, zip code, social security number, etc.
- Enter a Field name which will be used on the data fields list or for new hire exports.
- Use the Conditional logic settings to create rules to establish if this, then show or hide that.
- Repeat until all necessary fields are fillable.
- To remove a field from the conversion, click on the field, and in the right panel click the trash can icon to discard the field.
- When finished adding fields, click in the body of the document to display the other pages of the PDF.
- To walk through additional pages in your PDF Document, click on the preview of the page on the right hand side.
- To finalize the conversion, click Continue.
- The form label will change to CONVERSION COMPLETED to confirm the process was successful.
- The original read only file with a type of "Standard" will now show in the onboarding form library with the type set as PDF (fillable).
Onboarding Packages
Onboarding packages or a collection of forms can be constructed for New Hires to complete. Multiple packages can be created by using any combination of Forms in the Onboarding Forms Library. Assigning a package to the New Hire is required and done when the onboarding process is initiated.
Assemble Onboarding Packages
- Click Onboarding Packages from the onboarding menu and then select +CREATE ONBOARDING PACKAGE.
- Enter the Package Name, which is not visible to new hires.
- The configured New Hire Profile is set to active by default and will be added to the package automatically as the first section along with active from from the community library.
- Import additional forms from the Onboarding Forms Library by clicking +ADD ONBOARDING FORM FROM LIBRARY.
- Click Add to import an item from the forms library to the Onboarding Package.
- Repeat to include additional forms from the library.
- Once a form has been added to an onboarding package, users can clear the imported form by selecting Remove.
- To reorder the forms, click the row and then drag and drop to a new location. They should appear in the same order in which you want the new hire to complete them.
- Click SAVE to add the Onboarding Package to your library.
- A notice will confirm the success of the package creation.