New Hire Forms Templates

Compare the experience of completing a new hire onboarding form in Excel vs. a mobile-friendly, online, customizable form.

With an online form, you can digitize your job application and employee onboarding processes, including e-signatures, integrations with SQL databases, and automated workflows and routing. Automatically generate official W-4 and I-9 PDFs from submitted employee forms.

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New Employee Onboarding
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New Employee Onboarding: Generate W-4 & I-9

This onboarding workflow collects employee information, personal allowances, employment eligibility and an online signature before generating Federal W-4 and I-9 documents. The documents contain data from the form including the employee's signature. The employee fills in data and signs once and the information is mapped to multiple PDF documents reducing data entry. The new employee can review the generated PDF documents online and confirm that they are accurate before sending them off to the HR department for review. After everyone has approved, the workflow emails a PDF of the documents to the employee.
Compare it with using PDF or paper forms. New employees fill in basic information like their name and social security number multiple times and sign many forms. HR wastes time checking and correcting errors. The automated process is far more efficient and lets HR focus on talent rather than paperwork.
Electronic Job Application
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Electronic Job Application Process

This job application process collects applicant information, educational background and previous employment history in detail. It validates all fields to ensure that required data is provided and that it is valid. Using the form, the applicant can also electronically upload a resume and digitally sign. When the application is submitted, it's routed to a hiring manager who can either approve or reject it. Finally, it's routed to HR. If the manager has approved it, HR can take next steps like schedule a phone screen or perform a background check. Otherwise, HR can file the application away for the future. When completed, the process emails a PDF to the provided email address.
Once again, the electronic process is far superior to using paper or PDF forms on your website. Candidates get a better user experience e.g. they can apply directly from their phone, the e-form eliminates errors and reduces delays. It promotes efficiency and lets HR have more time for what's important – your people.
New Employee Onboarding With State W-4s
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New Employee Onboarding Conditionally Generates State W-4s

This onboarding process collects information necessary for generating the Federal W-4 and either the NY or CA state W-4 documents depending on the state the employee lives in. Only the relevant form (NY or CA) is displayed and only the relevant W-4 is generated. Form fields including a signature collected online are mapped to the W-4s. The same fields can be mapped to multiple PDFs thereby removing the need to re-enter data and sign multiple times. The new hire is given the chance to review the generated W-4s online and to confirm that there are no errors before the documents are submitted. Finally, an email is sent to the employee with the relevant documents.
Paper or PDF forms are incredibly inefficient and error-prone since the employee manually determines which forms to fill in and HR manually checks them.
Simple Employee Information Form
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Simple Employee Information Form

This is a simple employee information form. It does not include a workflow process that routes it to HR; instead a PDF of the information is e-mailed to the HR department. The form collects desired info such as Social Security Number, marital status, address etc. and validates all the data to ensure that there are no errors. As with most frevvo forms, it is signed digitally without any need to print, sign and scan paper. The final PDF is sent to HR with all the data and signature for review and further processing.
New School Employee Onboarding
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Electronic School New Hire Onboarding Process

This electronic on-boarding process for a new employee at a school collects information necessary to setup the new employee such as School Messenger name, computer access, email accounts and mailing lists as well as requirements for keys or a badge/swipe card. When submitted, it routes first to the I.T. department and then to Facilities so that required tasks are completed in a systematic manner. Automatic validation in the e-form guarantees that provided data is complete and valid. All participants can sign electronically and use mobile devices if desired. When completed, the process emails a PDF of the completed on-boarding tasks.

New Employee Onboarding is a critical HR function

Talent is the most important factor to ensure success in the 21st century. A smooth onboarding process creates a great first impression, integrates new hires quickly into the organization, leads to increased productivity and higher employee retention and satisfaction rates.

What's in typical employee onboarding forms?

New Hire Onboarding packets can grow quite unwieldy as they often include:

  • Basic Employee Information.
  • Tax withholding e.g. Federal W-4.
  • At least one State W-4 in many cases.
  • Employment eligibility e.g. a Federal I-9.
  • Information Technology form – laptop, phone, database access etc.
  • Facilities form - office, desk and other supplies.
  • Non-compete and non-disclosure agreements.
  • One or more regulatory and compliance forms.
  • and, depending on industry, many others ...

Why use electronic employee onboarding forms?

Online new hire onboarding forms have significant advantages:

  • New employees can complete information in advance from home before coming into the office. Instead of spending their first few hours with tedious data entry, they can meet colleagues and get to know the company.
  • Digital eliminates duplicate data entry. A new hire packet can easily grow to 30-40 forms, especially in industries that are highly regulated such as healthcare. It's annoying and wasteful to fill in your first and last name, SSN etc. so many times. With digital forms, each unique piece of information is entered just once.
  • Instant, automatic validation eliminates errors and omissions. The system can guide a new hire through the process to ensure that the end result is an accurately filled-in new hire packet.
  • Employees can also complete the packet on their mobile device. This is particularly important for younger employees who are used to doing everything on their phones.
  • With digital signatures, there's never a need to print, sign and scan. Less paper improves efficiency and is also good for the environment.
  • Approval and routing is handled electronically. New hires don't need to figure out where to send in forms nor does HR need to waste time on it. The system automatically notifies Accounting, I.T., Facilities and other departments so the new hire setup process is smooth and fast.

Why automate new hire onboarding forms with frevvo?

frevvo's software provides an easy-to-use interface that your HR department can use to digitize onboarding forms. Without writing any code or involving programmers, you can still create a fully customized electronic process that exactly meets your needs. We also provide numerous pre-built templates for new hire onboarding as well as for other HR functions so you can easily get started today.

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