When you make the decision to move your onboarding system online, you are really making a decision to be more efficient. Streamlining the application process and the onboarding process saves you time and gives you peace of mind. Whether you’re using Snagajob’s electronic Onboarding system or another onboarding provider, there are a few best practices to ensure you are compliant in your new hire paperwork practices.

1) Make sure the information you collect is as accurate as possible.

Making a decision to hire someone is such a feeling of accomplishment! Your search for a new employee is complete and you can start getting them trained and helping you grow your business. But before you celebrate, double check all of the hire information before kicking off digital onboarding. With online onboarding systems, the move from finding employees to hiring is seamless and efficient. Within the Snagajob system, the information required on the Hire page will display within their new hire paperwork, so it’s important to make sure this information is as accurate as possible so you can get them to work faster.

2) Prioritize compliance.

One of the major benefits of an electronic onboarding system is the relief knowing your files are compliant and up-to-date. However, there are still areas that require you or your manager’s review prior to processing. For example, always update the new hire’s start date.  Sometimes there are situations where an employee is hired with a start date but in fact cannot begin work until after that initial date. If the start date is not updated, their I-9 will reflect an incorrect start date which can affect compliance and E-Verify.  It is super important to make sure this information is correct on your position details as well as on the I-9 before you or your manager signs Section 2.

3) Never share your system password with anyone, not even other managers at your location.

Having an electronic paperwork system is great for protecting your important documents and keeping your managers organized, but don’t let that create new security issues. Your password is your electronic signature and will display your first and last name on the I-9. If someone else uses your credentials to complete the onboarding process, it will appear that you were the representative who completed and signed the documents.

These are just a few compliance tips to make sure you get the most out of an electronic onboarding system.  Need more help? Sign up for one of our Onboarding Training Webinars today to get more hands-on help.

Happy hiring!