Product
One emailed link for everything a new starter needs to do
A new starter gets one email with a secure link. They give their details, emergency contact and bank details, upload documents, complete forms, sign their contract and acknowledge policies, and you see their progress. It is one request, not a full onboarding workflow.
What problem does this solve?
A new starter's first week is a pile of small tasks. Personal details arrive by email, bank details by text message, a P45 as a photograph, a contract is printed and signed, and the policies are handed over in a folder. You chase each piece separately, and nobody can say how far a starter has got.
What HRHive does
- Sends one email with one secure link. The starter does not need an account.
- Takes them through one step at a time, with their progress shown. They can stop and come back using the same link, and their answers save as they go.
- Asks for what the template says: personal details, an emergency contact, bank details, a P45 (or starter information if they do not have one), documents, extra forms, their contract to sign and the policies that apply to them.
- Comes with five templates: Standard Employee, Sponsored Worker, Contractor, Office Employee and Construction Worker. Edit them, or add your own, in Settings.
- Shows you where each starter is: a percentage, the steps done and any uploads waiting for your review. You can send a reminder from the same place.
- Files what comes in. Their answers update their record, documents wait for your review before they are added, and the contract and policy acknowledgements are recorded as they are signed.
- Prints a paper onboarding pack as a PDF for anyone who prefers paper.
- Tells you when they finish. HR is told, and the starter is emailed a confirmation.
How it works
- Add the person and choose a template. Add them as a new starter and tick "Send onboarding now", or open their record and choose Send onboarding. HRHive uses their personal email if you have one, because new starters often have no work email yet.
- Attach a contract if you have one ready. Choose a contract you have prepared and the starter signs it as part of the same link. Without one, that step says their contract will appear when it is ready.
- The starter works through the steps. On a phone or a computer, in as many sittings as they need. If they have no P45, they complete the starter information instead.
- You check what comes in. Send a reminder if they have stopped. Review the uploads, or upload a document on their behalf if they handed you a paper copy.
- They finish. HRHive tells HR, emails the starter a confirmation and adds the result to their timeline. Their status moves from Onboarding to Active on their start date.
What you see
On the person's Overview, an Onboarding card lists each step with a tick, an hourglass where something is waiting for your review, or an open circle, with a percentage and the due date. Home flags anyone whose onboarding is incomplete once they have started, and the Incomplete onboarding report lists everyone still to finish. The starter sees a welcome, a progress bar and one step at a time.
The record it creates
As each step is done, the record fills in. Details, address, emergency contact and bank details from the starter's answers go onto the person's record, and bank details wait for payroll to confirm them. Documents are filed against the person once you approve them. Completed forms are filed as PDFs, a signed contract is locked on the record, and each policy acknowledgement is recorded with its date. The timeline shows when onboarding was sent and when it was completed.
The example shows a record once onboarding is complete: details, a signed contract and every policy acknowledged.
Who can do what
Sending onboarding and reviewing what comes back are HR jobs. The starter needs no account, and sees only their own request.
What happens next
When onboarding is complete the person has a full record: details, contract, documents and policies. Anything still missing carries on to Home and the Missing documents report. Bank details they gave wait for payroll to confirm. From their start date they are Active, so holiday, policy reminders and the rest of HRHive apply. See Employee records for what the record holds, and Contracts and signing for how the contract step works.