How to Onboard New Hires in SmoothHiring

SmoothHiring's Onboarding module helps you transition candidates from accepted offers to productive new hires. Manage personnel files, request documents, track document status, and ensure a smooth first-day experience — all within the same platform you used to hire them.

Overview

The onboarding process in SmoothHiring covers:

• Personnel File Management — View and manage new hire details
• Document Collection — Request and track required onboarding documents
• Task Management — Assign and monitor onboarding tasks
• Evaluation Tracking — Record new hire evaluation notes

Accessing Onboarding

Once a candidate accepts an offer and is moved to the Hired stage:

1. Navigate to Jobs in the left sidebar.
2. Click on the relevant job posting.
3. Find the hired candidate in the pipeline.
4. Click on their profile to access onboarding features.

Personnel File

The Personnel File contains essential information about the new hire:

This information is automatically populated from the candidate's profile and offer details.

Document Collection

SmoothHiring allows you to request, track, and manage onboarding documents from new hires.

Standard Documents

The platform supports several standard document types:

Custom Documents

In addition to standard documents, you can request any custom documents:

1. Click the + icon in the Documents section.
2. Select from available standard documents, or add a custom document by name.
3. Enter a document name (e.g., "Background Check Authorization", "NDA", "Emergency Contact Form").
4. Click Add.
5. Select the documents you want to request.
6. Click Send Request.

Document Status Tracking

Each document has a status indicator:

Document Actions

For each document, you can:

• View Document — Open and review the uploaded file
• Download Document — Save a copy locally
• Edit Document — Make changes if needed
• Remove Document — Remove from the onboarding list
• Signature Certificate — View the e-signature certificate (for signed documents)

Onboarding Tabs

The onboarding interface is organized into several tabs for comprehensive new-hire management:

Onboarding Best Practices

Before Day One

• Send all document requests at least one week before the start date
• Prepare equipment and access — Ensure laptops, accounts, and badges are ready
• Assign a buddy — Pair new hires with a team member for support
• Share a first-week agenda — Set clear expectations

During the First Week

• Schedule introductions — Help new hires meet their team and key stakeholders
• Review role expectations — Walk through responsibilities and goals
• Complete compliance training — Ensure all required training is completed
• Check in daily — Brief daily check-ins during the first week build confidence

During the First Month

• Set 30/60/90-day goals — Provide clear milestones
• Gather feedback — Ask new hires about their onboarding experience
• Track document completion — Follow up on any outstanding documents
• Schedule regular 1:1s — Establish a regular meeting cadence

Tip: A structured onboarding process increases new hire retention by up to 82% and improves productivity by over 70% (according to Glassdoor research).

Onboarding Landing Page

Employers with active onboarding workflows can access the Onboarding Landing Page which provides:

• A list view of all candidates currently in onboarding
• Quick-access cards showing document completion progress
• Links to individual onboarding profiles

Navigate to this page via the onboarding section in your left sidebar navigation.

Related Pages

• Offer Management — Create and send offer letters
• Offer Letter Templates — Customize your offer letter templates
• Team Collaboration — Collaborate on onboarding tasks
• Compliance & Security — Ensure compliance during onboarding