# 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.

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## 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

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## 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.

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## Personnel File

The Personnel File contains essential information about the new hire:

| Field | Description |
|---|---|
| **Full Name** | Employee's legal name |
| **Email Address** | Contact email |
| **Work Authorization Type** | Remote, on-site, hybrid |
| **Employment Start Date** | Official start date |
| **Job Title** | Position title |

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

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## Document Collection

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

### Standard Documents

The platform supports several standard document types:

| Document | Description |
|---|---|
| **Offer Letter** | The signed offer letter |
| **Bank Details & Direct Deposit** | Banking information for payroll |

### 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:

| Status | Meaning |
|---|---|
| **Requested** | Document has been requested from the new hire |
| **Uploaded** | New hire has uploaded the document |
| **Signed** | Document has been electronically signed |
| **Pending** | Awaiting action |

### 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)

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## Onboarding Tabs

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

| Tab | Purpose |
|---|---|
| **Personnel File** | View and manage employee details and documents |
| **Tasks** | Assign and track onboarding tasks |
| **Evaluation** | Record performance and progress notes |
| **Leave Report** | Track time off (if applicable) |
| **Resume** | Access the candidate's original resume |
| **Notes** | Add internal notes about the new hire |

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## 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).

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## 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.

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## Related Pages

- [Offer Management](/help/interviews/offer-management) — Create and send offer letters
- [Offer Letter Templates](/help/resources/offer-letter-templates) — Customize your offer letter templates
- [Team Collaboration](/help/integrations-compliance/team-collaboration) — Collaborate on onboarding tasks
- [Compliance & Security](/help/integrations-compliance/compliance) — Ensure compliance during onboarding