From a stack of forms in a meeting room to a portal
New hire onboarding has historically been a folder of forms, scattered emails and manual checklists — documents printed, signed, scanned, re-entered, and finally stored in a filing cabinet. A digital onboarding platform brings every task, document and checklist into one new-hire portal.
of new hires complete their pre-boarding paperwork before day one.
Manual onboarding
Offer letter sent; hiring manager emails documents to new hire hoping they're returned
Pre-boarding paperwork printed or PDFs sent separately; no way to track completion
IT provisioning request lives in an email thread; nobody knows status
Day-one checklist is a spreadsheet with 'TBD' entries and outdated links
Buddy and manager assignments decided last minute via chat or hallway conversations
Automated onboarding portal
Offer signed → new hire gets onboarding link immediately with all documents
Forms auto-populated with hire data; new hire signs and submits; HR sees status live
IT provisioning requests auto-created with workflow; desk, laptop, tools ordered automatically
Day-one checklist built from role template; manager and buddy auto-assigned; status tracked
New hire sees schedule, team member introductions, first-day agenda — everything organized
Three views: one for HR, one for the new hire, one for the pipeline
New hire portal
New hires log in once and see their entire onboarding journey. Upload documents, answer pre-screening questions, accept policies — all in a portal, not scattered emails.
HR onboarding checklist
HR tracks every onboarding task — document collection, IT orders, compliance setup — in one live checklist. No more 'did someone do this?' questions.
Pipeline dashboard
See where every new hire is in onboarding at a glance. Track candidates moving through offer → pre-board → documents-complete → ready-for-day-one.
Digital document collection
Upload documents in the new hire portal; they're auto-verified against templates, signed digitally, stored securely and audit-logged for compliance.
Pre-boarding email workflows
Automated emails go out on a schedule: welcome email → tasks to complete → document reminders → day-one prep. No manual email sending.
IT provisioning automation
Request laptops, desk space, access rights and tools from the onboarding form. Vendors are notified; equipment arrives before day one.
Buddy & team assignments
Buddy assignment is automatic based on department or team. Buddy gets notified and knows their role. Manager can customise the day-one schedule.
Compliance & e-signatures
Policies, offer letters and agreements are signed digitally in the portal. Audit trail captures every signature with timestamp and IP for compliance.
Start date scheduling
Backup systems go live based on hire start date. Attendance, leave balances and payroll period are all set automatically.
Four things a welcome email and a shared folder can't do
A shared folder with documents works until you need to track who signed what, verify document completion, send reminders, or integrate new hire data into payroll. Welcome emails get lost. Bhivo is built for structured, automated, auditable onboarding.
Automatic task creation per role
Finance hires get different onboarding tasks than engineers. Bhivo's role-based templates auto-build the right checklist; no HR guesswork.
Onboarding progress is real-time
HR sees exactly which documents are done, which are pending, and which hires are at risk of starting unprepared. Status is live, not a manual check-in.
Every signature is auditable
Policy acceptances, offer letter signatures and document uploads are all timestamped, IP-logged and stored for compliance — not just 'assume they did it'.
Connected to the rest of your HRMS
Onboarding completes → new hire data flows to Attendance for shift assignment, Payroll for salary setup, and Employee for records. No re-entry.
Go live in days, not months. One of our customers put it simply: they had pre-boarding running for new hires within a week. Onboarding setup is role templates, task assignments and document templates — most teams go live in a day or two.
How employee onboarding works in Bhivo
Onboarding today means managing pre-boarding from offer acceptance, collecting and verifying documents digitally, coordinating IT setup, tracking compliance, and ensuring new hires start productive on day one. Fragmented tools — email, folders, spreadsheets, separate HR systems — break at every handoff. Bhivo is built for the full onboarding lifecycle, connected to recruitment (new hires flow in automatically) and payroll (data flows out automatically).
Onboarding that feeds Recruitment and Employee records
In Bhivo, onboarding is the bridge between Recruitment and the full employee lifecycle. When an offer is signed, onboarding starts automatically. When onboarding completes, the new hire data flows into Attendance (shift setup), Payroll (salary processing) and Employee (full record) — all from one intake form, no re-entry.
On integrations: Bhivo connects to email services, document signing platforms and IT management tools. Pre-boarding emails are triggered automatically, document signatures flow into storage, and IT requests route to your vendors.
Built for growing teams with 10-500 new hires per year
Bhivo works best for startups, SMEs and scale-ups that are hiring frequently enough that manual onboarding is painful, but not so large that they need enterprise onboarding with complex integrations.
You're hiring from multiple locations and each one has different onboarding requirements
Document collection is slowing you down — tracking email attachments and scanning forms
New hires are starting without all their setup done — waiting for IT, missing training
Compliance tracking is a nightmare — you can't prove people signed policies
Onboarding data has to be manually re-entered into payroll and attendance
Not ideal for: Bhivo's onboarding is built for employee hiring. Contract workers and internship programs may have different needs. Enterprise organizations with complex role-based provisioning may also need deeper integrations.
New hire data protected end-to-end
New hire data includes personal identification, compensation information and sensitive documents. Bhivo enforces role-based access (only the hiring manager and HR see each hire's data), encrypts all documents in transit and at rest, and logs every access for audit.