Onboarding Portal
The Onboarding Portal is the employee-facing experience for new hires with the Onboarding User role. It collects personal data, document uploads, and e-signatures before day one.
Portal URL: https://yoursite.smoothhrms.com/app/onboarding-portal
Help URL: smoothhiring.com/help/hrms/onboarding/onboarding-portal
Who uses it
| User | Access |
|---|---|
| New hire | Onboarding User role; home page /desk/onboarding-portal |
| HR | Uses Preview Portal on Employee Onboarding (read-only) |
Onboarding Users see a restricted desk: only the portal route is allowed (no full HR menus).
Portal sections
Overview
Progress stats, company, department, start date, and completion percentage.
Form sections
From the onboarding template (or defaults):
- Personal Information
- Emergency Contact
- Banking Details
- Custom sections you define
Save per section → stored in field_values / section_status.
Documents
| Row type | Employee experience |
|---|---|
| Upload | Attach file or use camera capture (ID/headshot) |
| E-sign | Sign document → public sign page |
| Either/or | Complete one document in the group |
Review & submit
Validates mandatory sections and documents, then Submit onboarding notifies HR.
Signing flow
- Employee clicks Sign document.
- Browser opens
/sign/{access_token}. - Completes fields + optional consent checkbox.
- Returns to portal; document shows as uploaded/signed.
Note: Employee master record and email must exist before signing.
Matching login to onboarding
Smooth HR matches the logged-in user by:
- Linked Employee user ID
- Job Applicant email
- Onboarding email on the record
If no match: No Onboarding Found — align login email with applicant/employee email.
Troubleshooting
| Issue | Fix |
|---|---|
| No Onboarding Found | Use same email as applicant/employee |
| Cannot upload | Row may be sign-only — use Sign document |
| Sign button inactive | HR must link Employee; check template on row |
| Locked after submit | HR uses Unlock for Employee |
Related guides
Last updated: May 2026
Smooth LMS (training)
| Guide | Link |
|---|---|
| LMS help home | smoothhiring.com/help/lms |
| HRMS + LMS overview | lms/hrms-integration/overview |
| Auto-provision LMS access | lms/hrms-integration/employee-auto-provisioning |
| Onboarding mandatory training | lms/hrms-integration/onboarding-mandatory-training |
| Compliance vs certificates | lms/hrms-integration/compliance-vs-lms-certificates |
| Mandatory courses | lms/courses/mandatory-training-and-validity |
| Course categories (folders) | lms/courses/categories-and-tags |