What is a paperless onboarding system and what are the benefits?



Onboarding new employees is a process that all businesses have to go through, regardless of the size. Traditionally, this process has been very paper-intensive, with forms and documents being printed, signed, and filed away. However, there is now a better way to onboard new employees – with a paperless onboarding system. But what is a paperless onboarding system, and what are the benefits? Let’s discuss.


What is a paperless onboarding system?

A paperless onboarding system is an electronic system that allows businesses to manage employee onboarding entirely online. This can include everything from employee paperwork and tax forms to Job descriptions and company policies.


The benefits of paperless onboarding include reduced costs, improved efficiency, and a better user experience. With fewer physical documents to manage, businesses can save on printing, storage, and processing costs. Online onboarding also makes it easier to keep track of employee records and compliance with government regulations.


In addition, online systems tend to be more user-friendly than paper-based systems, providing a better experience for both employees and employers. Ultimately, paperless onboarding can help businesses reduce costs while improving efficiency and the user experience.

Related Content: How to handle an employee who thinks they are the boss

What are examples of paperless onboarding systems?

There are a number of paperless onboarding solutions available, but some common examples include online forms, digital signatures, and e-documents.


Online forms can be used to collect employee information such as contact information, emergency contacts, and next of kin. Once completed, the form can be sent electronically to the HR department.


Digital signatures can be used to replace traditional wet signatures on documents such as contracts and offer letters.


E-documents, such as employee handbooks and policies, can be stored electronically and accessed by employees via company intranet or email.


There are many other examples of paperless onboarding systems, including e-learning platforms, video conferencing solutions, and online HR portals. By using a paperless onboarding system, businesses can streamline the onboarding process and make it more efficient and green.

Related Content: How to handle employees who call in sick when denied vacation

What you can do with a paperless onboarding system

Many businesses are now using paperless onboarding systems to streamline the new hire process. Let’s break down some simple examples of what you can do with a paperless onboarding system:


  • With a paperless system, all of the necessary documents can be completed and signed electronically, eliminating the need for paper copies. This can save a considerable amount of time and money, as well as reduce the risk of important documents getting lost or misplaced.

  • New employees can be given access to all of the information they need in one central location, and duplicate copies of documents are no longer required. This is a great plus for companies looking to “go green” and reduce waste.

  • By eliminating paper forms, all documents are automatically stored, updated, and organized into your paperless onboarding system. This means you can reduce the amount of time spent on data entry and processing. In addition, a paperless system can help to ensure that all of your employee information is accurate and up-to-date.

Related Content: How would you decide between two employees with similar qualifications?

What are the benefits of a paperless onboarding system?

There are many benefits to using a paperless onboarding system for your business.


Perhaps the most obvious benefit is that it can save you a significant amount of money. Printing documents and storing them takes up a lot of space, and it can be expensive. With a paperless system, you can store all of your documents electronically, freeing up valuable storage space.


In addition, paperless systems can save you time. Rather than having to hunt through file cabinets for the right document, you can simply search for it electronically. This can be a huge time-saver, especially if you need to access documents frequently.


Finally, paperless systems tend to be more secure than traditional paper-based systems. With sensitive employee information stored electronically, you can be sure that it will be safe from prying eyes.


A paperless onboarding system can offer many benefits for your business. Whether you're looking to save money, time, or simply increase security, a paperless system may be the answer.

Keep Reading: How long does it take to onboard a new employee?