Send the link with the offer
Give the application a due date a week before the start date. The candidate opens a secure link from their email, continues to their checklist and can see exactly what is missing, with no password to remember.
For recruitment & HR
Employee onboarding documents, collected before the start date rather than after it.
CV, proof of identity, right-to-work documents, certificates and references — one link per hire, a due date, and reminders that go out without anyone writing them. You see who is ready to start and who is not.
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What documents do you need to onboard a new employee?
Usually a CV, proof of identity such as a passport or national ID card, a right-to-work document (a visa, work permit or evidence of citizenship), certificates for any qualifications the role depends on, and contact details for two references. Alongside them you want the new starter’s own declarations: that they have the right to work, whether they have any unspent criminal convictions, and that what they have provided is accurate. Collect them before the start date, because a document that arrives on day one is a day the person may not be able to work.
Intaky collects these documents and declarations in one place; the right-to-work and background checks themselves stay with you. For a general walk-through of the process, see the intake process checklist.
Why chasing new starters for documents is expensive
- A right-to-work document that arrives the day after the start date is not a late document. It is a day the person cannot work.
- Candidates send a passport photo to one recruiter, a degree certificate to another, and a reference contact by text message. Nobody has the whole set.
- The onboarding email with six attachments requested gets four back. Working out which two are missing is a job in itself, thirty times a month.
- An unspent-convictions declaration made verbally is a declaration nobody can find later.
Intaky gives each hire a checklist that shows them what is still outstanding, and gives you one screen that shows the same across everyone due to start.
The recruitment & HR onboarding template
A starter pack for employees and individual contractors, one person per application. Each document sits next to the questions it evidences, and the candidate is not asked again for the name and email they gave when they signed up. Edit it in the form builder: drop the salary question for internal moves, add a uniform-size field for a warehouse role, or make one link per department — each with its own list.
Questions in the template
- Personal detailsDate of birth, phone, home address. Document: proof of identity
- Role applied forPosition, employment type, earliest start date, expected salary
- Experience & educationWork history, education, key skills, LinkedIn or portfolio. Documents: CV and qualification certificates
- ReferencesOne required referee and an optional second, each with email or phone. Document: reference letters
- Right to work & declarationsRight-to-work self-declaration, unspent convictions with details, accuracy declaration. Document: right-to-work document
Documents in the template
- ✓ Proof of identity Required
- ✓ CV / resume Required
- ✓ Qualification certificates Optional · several files
- ✓ Reference letters Optional · several files
- ✓ Right-to-work document If you ask for it
The right to work is self-declared by the candidate and supported by the document; Intaky does not verify either. Candidates use it on a phone: take a photo of the passport, upload, done. PDF, Word and image formats up to 10 MB each.
How it runs for a hiring team
Let the reminders run
Set a reminder interval on the link and Intaky nudges the candidate every few days, during working hours in your timezone, until the checklist is complete — capped at six so a candidate who has taken another job is not hounded.
Check, send back, approve
The visa scan is blurry: reject that one item with a note. The rest stays accepted. When everything is in, approve, and let a webhook tell your HR system the hire is cleared to start.
Questions about onboarding documents
How do I get onboarding documents from new starters before their first day?
Send the checklist link with the offer and set its due date a week before the start date. The candidate sees exactly what is outstanding from the first minute, and Intaky sends reminders every few days, during working hours in your timezone, until the checklist is complete, stopping after six.
What should an employee onboarding checklist include?
Personal details with proof of identity, the role and start date, work history with a CV and qualification certificates, two references, and the candidate's right-to-work and convictions declarations with a supporting right-to-work document. Intaky's recruitment template starts with exactly these, and you can change any of it in the form builder.
Does Intaky verify the right-to-work document?
No. Intaky collects the candidate's own right-to-work declaration and the supporting document, records which of your team accepted it and when, and keeps it where you can find it. The legal check itself, and whatever your jurisdiction requires around it, stays with you.
Does Intaky run background or criminal record checks?
No. The template asks the candidate to declare any unspent criminal convictions and give details, so the declaration is on record with the rest of the case. Any background, criminal record or reference check is carried out by you or a provider you choose.
Can candidates upload their documents from a phone?
Yes. A candidate can photograph a passport or certificate and upload it straight from their phone. PDF, Word and image formats are accepted, up to 10 MB each.
What happens when a candidate uploads a blurry scan?
You reject that one item with a note. The candidate replaces only that document; everything you have already accepted stays accepted.
Who on the hiring team can review candidates?
The team members you add to your workspace, according to their role. Reviewers can accept and reject items and approve applications, and every action is attributed to them by name in the case history.
How is candidate data protected?
Files sit in private object storage that is never publicly addressable, and every download checks who is asking. Candidates access their portal through a secure email link, your team can enable two-step verification, and closing your workspace deletes its contents within 30 days.
Other industries: all industries · accountants · law firms · KYC & vendor onboarding
Try it on your next hire.
One link, one due date, and no "just checking you got my email" the week before they start.
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