New hires need to submit a stack of documents: ID copies, tax forms, bank details, signed contracts, certifications. Doing this through email is slow and insecure. Here's a faster way.
The onboarding document checklist
Typical documents needed from a new hire:
- Government-issued ID (passport or driver's license)
- Tax forms (W-4, state tax forms)
- Direct deposit authorization (bank details)
- Signed offer letter / employment contract
- Emergency contact form
- Professional certifications or licenses
- Background check authorization
Setting up the upload page
Create an upload page with clear instructions:
- Title: "Onboarding Documents — [Employee Name]"
- Description: List every required document. Be specific.
- Password protection: Yes — share the password directly with the employee
- File types: "Documents only" or "Images & documents"
- Expiration: 7 days (enough time to gather documents, short enough for security)
Why not just email?
- Security: Email is not encrypted end-to-end by default. Upload links use HTTPS.
- Organization: All documents from one employee land in one place, not scattered across your inbox.
- File size: Scanned documents can be large. Email limits are restrictive.
- Audit trail: You can see exactly when documents were submitted.
Per-employee or per-batch?
Per-employee links are ideal for privacy — each new hire's documents stay separate.
Per-batch links work when you're onboarding multiple people at the same time and want everything in one download. Use the uploader name field to identify who submitted what.
After collection
Download the ZIP immediately after all documents are submitted. Store them in your HRIS or secure file system. The upload page expires automatically, so documents don't remain accessible online indefinitely.
Template your process
Create a standard description template that you reuse for every new hire. Just change the employee name and create a new page. This ensures consistency and completeness across all onboarding.