Human (HR) software has become an essential tool for businesses of all sizes. Not only does it streamline and automate processes, but it also ensures that your company complies with the latest HR laws and regulations.
Remote work has become more prevalent, making it essential for businesses to adapt their processes, including onboarding. HR software plays a pivotal role in this adaptation by facilitating remote onboarding, making it smoother and more efficient.
Discover the benefits of implementing HR software for onboarding remotely in your organization.
Consistent Onboarding Experience
HR software automates many administrative tasks associated with onboarding remotely, such as sending welcome emails and collecting necessary documents. Simply enter a new employee’s name and email and choose which onboarding paperwork you want them to complete.
Once the employees receive the documents, they can input their information with touch-enabled devices. They then sign the necessary paperwork using their fingertips. If employees need to upload identification papers, they can use their smartphone cameras to take photos and upload them directly into the software. This streamlines paperwork for employees and HR professionals.
Ensures Clear Communication With New Hires
One of the most time-consuming administrative tasks related to onboarding is tracking and reminding employees to complete their forms. You can use HR software to email the documents to new employees and follow up with reminders to complete them before the first day of work.
Customization is another key feature of the software, tailoring reminders to each employee. HR professionals can customize the reminders to show a clear status update on each required form, along with its due date and direct link, for new employees to finish it.
As the due date nears, the HR software generates and sends frequent notifications to new employees to remind them to complete their forms. These reminders ensure that the employees stay on track with their onboarding tasks and reduce the risk of missed deadlines for employee verification.
Easy Form I-9 Completion
Employers need to verify that all employees are authorized to work in the United States with accurate completion of Form 1-9s. If the forms are incomplete, the penalties for infractions can range from $252 to $2,507 per violation.
HR software provides an automated verification process that helps your new hires accurately complete their I-9 forms to ensure compliance. Its user-friendly wizard format allows employees to fill out their 1-9 step-by-step while validating information as they enter it.
New employees can complete Section 1 and upload identity verification documents directly from their smartphones. Once your HR administrators receive them, they can review, approve, and finalize Section 2 of the employees’ Form I-9 forms.
Employees can also choose a third party to evaluate and sign Section 2 of their I-9. This helps them ease the travel costs of visiting your company’s office and allows quicker processing for employees onboarding remotely.
The HR software enables faster employment eligibility verification with its integration with the Department of Homeland Security’s E-Verify database. It can determine if an employee is a U.S. citizen with permanent residency or a work visa holder.
You can transfer the data from an employee’s profile to E-Verify with a single click. Once E-Verify approves a case, the software returns a completed case number to the employee’s profile.
The E-Verify dashboard within the HR software provides an easy way to monitor the status of all E-Verify cases. If there is an issue with an employee’s identification, the software provides clear guidance through the steps necessary to resolve it with the employee.
Secure, Easy Access to Employee Paperwork
Centralizing and offering effortless access to company resources is one of the biggest benefits of HR software. It ensures HR professionals can find everything they need – from HR policies and employee files – in a single platform.
All HR files are secure with the assurance of bank-grade encryption, and full data recovery eliminates the fear of data loss. The software program maintains all old files, so you don’t have to worry about losing historical data.
Make Remote Onboarding Easier With HR Software
The transition to remote work has emphasized the importance of HR software in onboarding new hires. It ensures that new employees are effectively integrated into the company despite physical distance. From facilitating clear communication to promoting a strong company culture, HR software is a valuable tool in navigating the world of remote onboarding.