Employee onboarding software

Step by step

From application to first day

The opening. Publish a job on your public careers page, with an application form and CV upload.
The pipeline. Candidates move through Applied, Screening, Interview and Offer to Hired or Rejected, and you reply to them by email from the same place.
The details. The new starter gets a personal link and fills in their own ID and bank details. Nobody retypes a form.
The contract. Created from a template with the person’s details merged in, and sent for signature.
The checklist. Every item has an owner — HR, the manager or the employee — and a due day counted from the start date.

The hire itself waits in the To do queue until someone confirms it, so a record is never created by accident.

Signature

What the electronic signature is, exactly

The built-in signature is a simple electronic signature. The employee signs in, opens the document and confirms. A certificate is stamped into the PDF with the signer, the date and time, the IP address and the document’s SHA-256 fingerprint.

That suits most employment contracts, policies and handbook acknowledgements. It is not an advanced or qualified signature, and there is no drawn signature or one-time code. If a document needs an advanced signature, connect your own Yousign account and send it through that.

Documents can also be sent in bulk, with read confirmation, reminders and expiry dates tracked by category. Which level of signature a given document needs depends on your jurisdiction, so check before you rely on it.

Country rules

What the checklist starts with in each country

Each country has its own starting checklist. Add, remove or reassign items to fit how you hire.

Country	Items	The first four
United Kingdom	13	Right to work check, Written statement of employment particulars, P45 or starter checklist, Employee privacy notice
United States	12	Signed offer letter, Form I-9, Section 1, Form I-9, Section 2 — examine documents, E-Verify case
Canada	9	Collect the Social Insurance Number, Federal and provincial TD1 forms, Québec: form TP-1015.3-V, Written information on the job
Australia	11	Give the Fair Work Information Statement, Casual employees: give the Casual Employment Information Statement, Fixed-term employees: give the Fixed Term Contract Information Statement, Collect the TFN declaration
New Zealand	9	Check the right to work (VisaView), Give the written employment agreement, Inform about any collective agreement, Collect the tax code declaration (IR330)
Switzerland	10	Check right to work (permit), Written terms of employment, Register with the AHV compensation fund, Family allowances application

The country rules were last reviewed against official sources on 5 October 2026. They are a starting point, not legal advice: contracts, awards and collective agreements can differ, and you can change every value. The checklist reminds the right person to do each step and records that it was done; it does not submit forms to any authority or verify documents for you.

Around the first day

The parts of onboarding that usually get forgotten

Equipment and assets

Record the laptop, phone or keys given to each person, so you know what is out and who has it.

Probation reminders

An automation rule notifies the manager, or sends an email, when a probation period is about to end.

Mandatory training

Health and safety courses for your country, with expiry dates, tracked alongside the rest of the record.

A proper welcome

Announcements go to the people you choose, with read confirmation, so the team knows who is starting.

Offboarding

A leaver’s checklist per country, with the same owners and due days, for the day someone moves on.

Existing staff

Import the people you already employ from a CSV or .xlsx file, with a dry run first and an undo.

Questions

What people ask us about this

What should a new starter checklist include?

It depends on the country. Omega People starts you with a checklist for each one: 13 items for the United Kingdom, beginning with Right to work check, Written statement of employment particulars, P45 or starter checklist, Employee privacy notice; 12 for the United States, beginning with Signed offer letter, Form I-9, Section 1, Form I-9, Section 2 — examine documents, E-Verify case. You can add, remove and reassign items. The lists were last reviewed on 5 October 2026 and are not legal advice.

Is the electronic signature legally valid?

The built-in signature is a simple electronic signature: the signed-in employee confirms, and a certificate with the signer, date and time, IP address and SHA-256 fingerprint is stamped into the PDF. It is not an advanced or qualified signature. For an advanced signature you can connect your own Yousign account. Whether a simple signature is enough depends on the document and your jurisdiction.

Does it file the I-9, W-4 or HMRC starter forms for me?

No. The checklist assigns each step to a person with a due day and records when it was done, and you can keep the completed documents on the employee’s record. It does not submit forms to any authority, verify identity documents or run payroll.

How much does employee onboarding software cost?

Omega People costs £35 a month for a company of up to 25 employees, excluding tax, however many people you hire in the month. Recruiting, onboarding, documents and e-signature are included with every other module. The first month is free and needs no credit card.

Have the next new starter’s paperwork done before day one

Create a workspace, pick your country and open the checklist that comes with it. The first month is free, no card needed.

Try it free for 30 days Talk to a person

No credit card required
Nothing is charged unless you add a card

Employee onboarding software, from application to first day