Onboarding forms are a great way to capture information as well as get a new hire to have everything ready to start on their first day. There are different ways that you can have a new hire fill out these forms. In this article, we will cover the different ways the onboarding packet can be created and how to choose which forms to use.
In this article:
Form vs. Document
Document Library
Stock Online Forms
Custom Forms
How to add a form to your onboarding packet
How to decide which to use?
Additional Resources
Form vs. Document
Onboarding packets may include many different tasks that a new hire will need to complete in order to be fully onboarded to your company. We have different options available on how a new hire will complete these tasks. Those options are forms and documents.
A form is a customizable, online fillable document. Forms are designed to replace many of the paper-based documents necessary for the hiring of employees. This allows a new hire/candidate to fill out all the fields needed straight from ClearCompany.
Document Library
The first option is adding PDF documents from your desktop to a new hire packet via the Document Library. Document and Sign-And-Scan tabs will pull documents from the document library into a new hire packet template.
Please note: Only non-fillable PDF documents can be added to the document library. If you wish to add online forms, please speak with your account Customer Success Manager.
How to add a document to your document library:
- To add a document to the document library, click Tools then Setup.
- Click Document Library under Onboarding Setup.
- Click Add File in the lower left-hand corner.
- Give your document a title, then select a file to upload.
- When you are finished, click Upload File
- When you are satisfied with the updates, click Update Files to save your changes.
- You will now be able to add this document to a new hire packet template as either a Document or a Sign-and-Scan tab.
Stock Online Forms
ClearCompany has a set of stock online forms available to all clients at no cost. These forms include:
- I-9
- W-4
- W-9
- EEO (with and without Military)
- Pre-Offer VEVRAA
- Post-Offer VEVRAA
- Pre-Offer 503 (Disabilities)
- Post-Offer 503 (Disabilities)
- Direct Deposit: 2 Accounts
- Direct Deposit: 3 Accounts
- Social Security Check Form
- New Hire Personal Data/ Emergency Contact Form (US + Canada)
- All State + Province Tax Forms (US + Canada)
- Reference Request Form
- Driver Statement on Drug and Alcohol Testing
- Driver History Form
- Driver History Consent
- DOT Driving Experience Form
- 8850 Form
Please use the links below for updates on State and Federal tax forms.
Custom Forms
If the form that you wish to add is not listed in the above list of Stock Online Forms, you will need to speak with your Customer Success Manager to have it built. Depending on the terms of your agreement with ClearCompany, there may be a development fee associated with having custom forms built.
To learn more check out: Custom Forms.
How to add a form to your onboarding packet.
To add a form to your new hire packet, follow the steps below.
Please Note:
We advise against using the "No Approval Option" on tax forms. Organizations are responsible for ensuring that all tax forms, both state and federal, are completed accurately. Additionally, Personal Data Sheets and Direct Deposit/Payroll Forms contain sections that must be filled out by an internal user. This information is essential when submitting new hire documentation.
- Go to Tools -> Setup -> New Hire Packet Templates.
- In the upper left-hand there is a drop-down that you can click to select a new hire packet template to edit or create a new packet on the right-hand side.
- From the new hire packet, Click the button that says "Add Item to Packet".
- A window will pop up with the following:
- Name: The name of the task/packet item (I.E. I-9)
-
Packet Task Type:
- The New Hire Task is for the new hire to complete.
- The internal task is reserved for an action item that needs to be completed by someone from your company.
-
Type: For adding documents or forms to your packet, choose either Online Fillable Form, Sign and Scan, or Document tab.
- The Online Fillable Form type is for documents like the I-9 or W-4 that allows the new hire to fill out the form online through the new hire packet
- The Sign and Scan type is for PDF files that you want the new hire to download and re-upload with their signature or other information
- The Document type is for PDF files that you wish the new hire to view, read, and then acknowledge that they have read.
- Once you have selected a type, more options will appear.
- Form: Choose the form you wish to be filled out, signed, or viewed
-
Approver: For Sign-and-Scan and Online Fillable forms, an approver from your company can review the document and reject or approve it.
- Users can select "No Approval Required" - this will allow the new hire to complete the form and not need it to be approved.
- If no approver is listed, the approval step is skipped.
-
Viewable by: Users can set the following roles to be able to view the form:
- Hiring Manager
- Site Coordinator
- Employee's Department Coordinator
- This task is optional
- Once you have filled out all of the sections, click Submit.
Should you wish to add any of these forms to your account, create a custom online form, or if you have questions about the forms on this list please speak with your Customer Success Manager or send an email to support@clearcompany.com.
How to decide which to use?
Below is a useful chart to help you decide if you would like a form or if you would like a document in your onboarding packet.
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