Employee Onboarding Software for HR
Leverage MHC eSign to simplify the new hire process. Automate new hire paperwork to save time and improve data accuracy.
Speed Up Your Employee Onboarding Process
Employee onboarding can be one of the most important times in a new hire’s career, setting the groundwork for their success in your organization. A great deal of this process involves paperwork to collect information from the new hire for integration with the system. Some of the biggest problems, however, come when a business doesn’t use automation in their onboarding process.
From poor handwriting to missing or mistaken information, new hire information sheets may be problematic for filing, resulting in data entry mistakes. Filling out these sheets is also time-consuming and frustrating for new employees, especially in the all-too-common event of a missing form. While necessary, this step of the onboarding process can be frustrating for everyone involved.
Make it easier with a software solution to ease the onboarding process. That’s where MHC’s employee onboarding software can help. With it, new hire paperwork is largely automated, completed using digital forms that fill out automatically as the new hire completes them. Easier to manage and quicker to complete, MHC employee self-onboarding software is the best resource available for improving the onboarding process.
Benefits of Electronic Employee Onboarding
Wrangling paper, scanning, organizing, emailing printing and filing forms is an exhausting process, and following it all up with data entry just adds to the amount of labor involved. Eliminate it all by switching to an entirely digital process.
By eliminating the possibility for bad handwriting and incorrect data entry, your business ensures that your data is as correct and accurate as possible. This accuracy is improved by the fact that the system automatically ensures all new hires get the same forms no matter how widely dispersed your locations might be.
By making sure data is entered correctly the first time, your electronic new hire paperwork improves the productivity of both your new hire and your HR department. Instead of scrambling to find missing pieces of paperwork or data, both groups can focus on their jobs, improving their overall productivity.
These benefits all serve to help reduce employee turnover and maximize revenues, which will help your business grow and thrive. No matter your business size or the industry you work in, Vanguard can help — we’ve worked with enterprise-level insurance companies and local manufacturing businesses alike, and all have experienced these benefits firsthand. Let us help you improve your onboarding processes, too.
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What Is Employee Onboarding Software?
Employee onboarding software is a digital resource designed to make it easier for new employees to complete employment paperwork. This often includes federal, state and local tax forms, direct deposit information, emergency contact information and network access paperwork, among other forms.
The system prompts the user through each document, progressing from required data entry to signature field. Once finished and verified, the system automatically populates the data to your HRIS system, eliminating the time associated with data entry and errors.
Why Vanguard Onboarding Software?
Vanguard offers an employee onboarding system that allows new hires to fill out and sign all onboarding documents directly from their email on their PC, phone or tablet, making the onboarding process easier than ever. The system sends all pertinent forms over email for the employee to fill out. The employee can then fill out all necessary forms and save any copies of their own with a few clicks of the button.
The key features of the Vanguard onboarding software include:
This is a simple yet effective program that takes actionable documents and emails them to the target party, eliminating paper from the process. The eSign system identifies mandatory fillable fields for the receiver, captures all entered data and populates it to any pertinent fields on separate files to minimize data re-entry. The eSign system also allows the receiver to sign the document on a tablet, PC or smartphone without downloading extra software.
MHC’s onboarding system sends any finished forms to the company’s HR software, marking each form as complete as it is logged by the eSign program. If any forms are still unaccounted-for after the new hire’s start date, the system will automatically resend the missing form for completion.
The larger eSign platform is an electronic signature service that operates via email and digital devices to eliminate all the paper in your processes. Your staff simply selects the forms that need to be sent to each new hire or to employees in specific target groups when policies are updated. Generate a form in eSign to make it compliant through uploads, form designers and importation or existing regulatory forms like I-9s, W-2s and W-4s. Have a company form you like?
Simply import it and denote the forms and regions that are required to be filled in. When a document is signed and returned, eSign will automatically collect data from the forms and upload it to your HRIS application, eliminating the data entry elements from many common HR practices. If a form is incomplete or you need an updated item, eSign will help you determine gaps and make it easy to send the form back to individuals so you can get exactly what you need completed.
All required form fields must be populated in order for the form to be signed. Plus, we have a variety of options that will trigger based on the age of the initial signature or input. It’s the perfect way to automate the retrieval of forms you need filled out each year to stay in proper compliance. Plus, you can perform the same request each year no matter how your company size changes. See all of these amazing functions in action with a free demo or learn more with our information sheet.
Make Employee Onboarding Simple with MHC
Human resource managers need all the help they can get with onboarding new employees. With an ever-growing number of documents to sign and handbook pages to review, it can get a little complicated. That’s why we’ve designed eSign to make it simple to gather all the information necessary to complete new hire paperwork plus verification for initial activities from signing up for health insurance to verifying they read the handbook and accepted all your policies.
It’s easy to miss something as you jump between 401(k) forms and federally required tax documents, making it necessary for HR professionals to review many documents by hand to protect their company. eSign automates the acceptance and verification process, and will not allow a document to be marked as complete unless required fields are complete. Additionally, enabling format validation can boost data integrity to ensure the right kind of information is entered into the correct fields.
eSign quickly ensures everything is in the right order, so you can focus on the important tasks of acclimating new talent to their roles and your company culture. Automate what you can safely and securely and require HR managers to review only what they need. And we’ll put it all in a digitally linked system so there’s no hunting for paperwork or scans or misplaced documents that could lead to regulatory or legal troubles.
Make the Perfect First Impression
Employee onboarding with Vanguard eSign helps you make the best first impression with every new hire. Your staff can fill out and sign off on all onboarding documents at their convenience via email, computer, phone or tablet. Almost any device they have or that you give them can be supported. Our onboarding tools also allow employees to save a copy of their documents with a single click, making them accessible at any point in the future. They can keep benefit statements or your HR manual with them at all times, making them feel secure and making them more accountable for your internal practices.
Compliant and Protected
The eSign system also improves accuracy, compliance and consistency across documentation and your larger HR efforts. Together we’ll completely eliminate the possibility of administrative staff keypunch errors in your most important documents. Plus, the system ensures all new hires receive the same form for the current year and that no packet is missing any vital information. Lastly, we’ll help you promote consistency across geographically dispersed locations as well as for all your new staff. Avoid discrimination concerns and risks by having a uniform package that will reach everyone.
Finish Your Processes With Ease
Signing HR and onboarding documentation is only the first part of the process. Your HR managers then need to fill, collect, distribute and take other actions depending on the information and your industry. eSign can prompt those activities and provide direct reminders of requirements so your team takes every necessary step. We know someone must do something with these documents. You tell us who that person is and what they need to do and eSign will help make sure it happens in a reliable and simple workflow. Ensure that the process ends when all tasks are accomplished instead of when the next round of paperwork comes in and your HR manager gets overwhelmed or forgets a last step.