Automating new-hire paperwork in the cloud

Global staffing firm replaces manual process with cloud-based automation system for new-hire paperwork.

At a glance

When an international staffing firm brought in new hires, internal distribution of the candidate’s paperwork was a cumbersome, manual process that was difficult to track. That’s why they contacted us.

Customer challenge

Our client had numerous manual processes for employee onboarding, and their staffers were frustrated with these time-consuming procedures. Their systems lacked the document management capabilities to handle internal distribution of offer letters. New-hire documents had to be processed by three different systems — HR, strategic accounts, and data services — with no integration between them. When hiring managers received signed paperwork, they had to manually save documents to a shared drive and email the PDFs to each department, in addition to sending onboarding resources (e.g. employee handbooks) to each new hire.

Other manual procedures included organizing files based on candidate location, adding the coordinator’s name to each candidate file, and archiving files for future reference. The process was difficult to track, and the long list of manual tasks required the full-time efforts of five employees.

Delays were especially costly in the submission of candidate surveys for Work Opportunity Tax Credits (WOTC), which are available to employers for hiring individuals from certain targeted groups. New employees must complete the survey and the employer must file it within 28 days after the candidate’s start date. If the process is delayed beyond the 28-day window, the employer loses the tax credit.

Why they chose us

We had a relationship with this client going back more than a decade and encompassing more than 100 successful projects. Since our client had first-hand experience of our expertise and our ability to deliver results, they knew we were the right choice for this project.

Value and benefits – “The Wins”

Working within the client’s cloud architecture, we built capabilities enabling the e-signature application to automatically distribute signed paperwork to the departments that require it and archive documents for future reference. We also automated delivery of employee resources to new hires, freeing up hiring managers to focus on answering questions and helping hires to prepare for their new roles.

Now that we’ve automated our client’s new-hire paperwork process, hiring managers can focus on answering questions and coaching candidates.