Collecting onboarding documents from new hires securely
Every new hire arrives with a small mountain of paperwork: government ID, a void cheque or direct-deposit form, tax forms, signed offers. It is sensitive, it is time-pressured, and the new hire usually has no account in any of your systems yet. That combination pushes most teams back to email - the wrong tool for the job.
Why the ATS login isn't the answer
Asking a brand-new hire to create an account in your applicant-tracking or HR system just to upload a void cheque adds friction at the worst moment. Most people respond by emailing or texting the documents instead, which is exactly what you were trying to avoid.
A secure magic link removes the login entirely: the hire clicks, uploads the checklist, and is done - while you still get encryption and an audit trail.
Standardize the checklist
A reusable onboarding template means every hire gets the same request: ID, banking, tax forms, signed offer. You stop chasing missing pieces one message at a time, and nothing sensitive sits in a shared inbox.
Keep it to what you need
Collect only the documents onboarding actually requires, and set a retention window so identity documents are not kept indefinitely once they have been filed into your system of record.
Ready to try it on your next intake? See how it works.