A new hire software solution can’t really be called paperless, comprehensive, or efficient if it does not provide employers with a way to use custom onboarding forms. While many SaaS vendors in the marketplace are catching on to the fact that this is important, it’s not a universal feature. There are degrees of customization available ranging from very little capability to full capability. Here’s a look at what you might run into when comparing vendors.
Completely Canned Onboarding System
A very simple version or a free software solution is most likely to have only the standard forms. It might include the required state and federal forms along with some generically worded forms for the average small business. Unfortunately, this feature set is too limited for most businesses since no two companies are exactly the same. For example, one company might need to have a form acknowledging receipt of company-provided devices. And, another might want a customized anti-harassment policy based on advice from their legal counsel.
If a solution is not able to create new forms or integrate existing forms, it will be of limited use. At most, this type of software might provide the ability to manually sign additional forms and scan them into the employee record. A business that is hiring frequently is likely to find a canned system inadequate.
Custom Onboarding Forms by Request
Some onboarding software vendors offer an in-between option. Customers can send in a request for the software provider to create a new form to be added to their onboarding workflow. However, having one or more custom forms created may incur an additional fee. And, the generation of new forms may happen on the vendor’s timeline rather than the employer’s. For businesses that need to update or replace forms on a regular basis, this is not a one-time setup issue. It may be a bottleneck in keeping the onboarding system current. This really depends on the level of customer support offered and the attention to timely turnaround.
Self-Service for Easy Custom Onboarding Forms Creation
Finally, there are vendors who enable employers to create new custom onboarding forms and the ability to integrate existing forms. For best results, this custom form creation process includes making forms with fillable fields, enforceable rules, and electronic signature capture. For example, a life insurance benefits form might need to enforce the rule that employees cannot elect to purchase a policy for a minor child without also selecting a policy for themselves as well.
Of course, the solution should also have the ability to scan and attach documents such as supporting documentation for WOTC and I-9 forms. This ensures that the employee completes the record upon onboarding. And, the employer can expand the record with additional information throughout the new hire’s employment. Creating forms shouldn’t be too challenging. However, the vendor should also provide training for employers who are new to the concept of creating custom onboarding forms.
To learn how Efficient Hire can help your organization create and implement custom onboarding forms, contact our team today.