Employee onboarding, one link per new hire
Send your new employee a single secure link. They accept the offer, acknowledge your policies, share their details and upload documents, and you track every step and download it all in one place. Free to start, no account needed for the new hire.
Send one link, the new hire does the rest:
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How it works
Turn a scattered set of emails, forms and signatures into one guided flow.
Create the onboarding
Paste the offer or appointment letter, list the policies to accept, and choose the details and documents to collect.
Send one secure link
Share a single link with your new hire. They open it from any device, with no account to create.
They complete every step
Accept the offer, acknowledge each policy, fill in their details and upload the documents you asked for.
Review it in one place
Track each step, download everything, and the new hire lands in your employee records automatically.
What makes it good
One private link does the whole job, from offer acceptance to a finished employee record.
Built for global teams
Onboard hires in any country. Pick a country-specific information and document checklist from any country, with statutory tables for 44 of them, or build your own with custom fields.
One link, no new-hire account
Share a single secure link and the new employee completes everything without signing up for anything. No spreadsheet chases, no scattered emails.
Secure and auditable
The link is private, single-use and expires after 7 days. Each acceptance is recorded with a timestamp, and uploaded documents stay off the public web.
Flows into your records
Offer, policies, details and documents are captured together, and on submission the hire is created or updated in your Employees directory.
One flow, several teams
HR & people teams
Onboarding several hires a month without chasing forms across spreadsheets and inboxes.
Founders & small businesses
Giving a first employee a clean, professional start without buying a full HR suite.
Consultants & Agencies
Running one repeatable onboarding flow across several clients, from a single place.
Remote & distributed teams
Onboarding people in different countries who complete every step from their own device.
What a good onboarding flow covers
From offer to first day, in one flow
The strongest onboarding turns a scattered set of emails, forms and signatures into a single guided flow. A new hire should be able to accept their offer, read and acknowledge your policies, share their details and upload the documents you need in one sitting, from any device, without creating an account or hunting through attachments.
The four things every onboarding should capture
Whatever the country or role, a complete flow captures the same four things:
| Step | What it means | Why it matters |
|---|---|---|
| Offer acceptance | The hire reads the offer or appointment letter and formally accepts it. | A clear, timestamped record that the terms were agreed. |
| Policy acknowledgement | Each company policy is read and confirmed before the hire can submit. | Proof that expectations were set from day zero. |
| Information collection | Personal, contact and statutory details, plus any custom fields you add. | Clean data that flows straight into payroll and records. |
| Document upload | Identity, address, education and prior-employment proofs. | Everything on file and verifiable, with no email back-and-forth. |
Why a single secure link beats a document trail
Sending one link keeps the whole process private, trackable and consistent for every hire. The link is single-use and time-limited, acceptances are recorded with a timestamp, and uploaded documents stay off the public web. You see exactly where each hire is, and when they finish, their record is ready to reuse for payslips, HR letters and payroll, so nothing gets re-keyed. Because you can load a country-specific checklist or build your own, the same flow works whether you are hiring down the street or across borders.
Related tools & reading
Related tools
The rest of the hiring & onboarding toolkit.
Please note: Drafts are AI-generated and can contain errors or omissions. Review the output and adapt it to your organisation and local law before use. It is a starting point, not legal advice.
Part of the HRTailor HR OS
This tool is one piece of your HR system
Everything you create here auto-saves to your Document Vault, ready for e-signature, your employee records and automated workflows. One login runs your whole HR.
Related guides and formats
Frequently asked questions
How does the onboarding tool work?
You create a case for a new hire and share one secure link. The new hire accepts their offer or appointment letter, acknowledges each company policy, submits their personal details and uploads the documents you request, and you track and download everything in one place.
Does it work for hires in any country?
Yes. It is built for global teams. You pick a country-specific information and document checklist (India, USA, UK, UAE, Singapore, Philippines and more) or build your own, and add any custom fields.
How does the new hire accept the offer and policies?
They read each letter and policy and confirm with a typed-name declaration; the acceptance is recorded with a timestamp and IP. This is an electronic record under the Information Technology Act, 2000, not an Aadhaar eSign or a digital signature certificate; some documents may require those instead.
Is the new hire's information secure?
The link is a private, single-use capability that expires after 7 days (and can be re-sent). Uploaded documents are stored privately outside the public web and are downloadable only by you.
Does it add the person to my employee records?
Yes. When the hire submits, it creates or updates them in your Employees directory, ready to reuse in payslips, HR letters and payroll.