How Homebase helps you manage onboarding documents

3 ways Homebase makes new hire paperwork easy

  • New hire paperwork is a crucial—and legal—aspect of hiring and onboarding every employee at your small business.
  • If you don’t have a human resource department, completing new employee information forms and onboarding documents can be difficult without any type of assistance.
  • Homebase helps you implement an effective onboarding experience by allowing your employees to self-onboard their new hire paperwork before their start date.

Homebase sends the new hire paperwork for you after the job offer

As soon as a new employee is hired to your small business, your onboarding process should start immediately. Your onboarding checklist should include the following:

  • Obtaining emergency contact information and bank account information
  • Familiarizing your new hire with the employee handbook that includes employee benefits, workers compensation policies, employee wages, and more.
  • Completing forms required by law, including W-4 federal income tax withholding forms (also known as a tax withholding certificate). If you are subject to state taxing laws, this is a step in the onboarding process as well.

The biggest part of new hire onboarding is making sure your employee completes the forms required by your area’s labor laws. However, it can be tedious to make sure every employee signs each and every new hire form, especially if you do not have an HR team to help manage this process.

While the lack of a human resource department can pose difficulties when it comes to hiring new team members, instead of spending money on hiring even more employees, use Homebase to manage onboarding documents for every employee.  Our high-tech software handles the paperwork and keeps it for you in your hiring and onboarding dashboard.

The Homebase software will send a new hire packet to your freshly hired team member in an email before their first day. Included in the packet is all the new hire paperwork your employee needs to fill out before they can legally work. They are also the forms that you need to have on file in order to stay compliant with federal, state, and local laws.

Time clock app punching in employee pin

Your new hire can e-sign the paperwork

After Homebase sends your new team member every form they need to fill out in order to stay legal and work at your small business, your new hires can actually e-sign the documents online before walking through your doors.

This means that when they step inside, they don’t have to worry about sitting in the back office signing paperwork. They can instead focus on the important things like your business’s priorities.

With this extra time you can really optimize your onboarding process, which is crucial to employee retention. Statistically, employees claim that a poorly thought out onboarding experience is a huge factor in their first impression of you and your company.

Use this time to fully introduce them to your existing team, implementing them into your company culture, and learning the ins and outs of what exactly it is like to work for your small business. Doing so will get them informed on the basics earlier, setting them up for success before their first week is even finished.


“We grew so attached to Homebase that I almost didn’t switch to a better POS system because I was worried about not being able to integrate Homebase. Luckily, we were able to upgrade our POS and keep Homebase - best of both worlds!”

Marko Sotto

Owner at Barzotto

Work from anywhere using timeclock app

Homebase securely stores all signed documents

It’s not only crucial to get the important documents signed, but it’s also important to make sure they are stored properly in order to avoid any lawsuits. Failing to store your new hire documents for every single employee you hire can put you in a tough spot when it comes to fines or penalties doled out by the government.

Don’t worry—Homebase makes this aspect of employee onboarding a non-issue by storing every single signed document for every single employee you hire securely in accordance with state and local laws. Furthermore, the documents are easily accessible, meaning if you do happen to get audited or need to view the paperwork, you can do so with no issue.

Why is Homebase the right choice for new hire paperwork?

Homebase is the best choice when it comes to utilizing a high-tech onboarding solution because it keeps your onboarding working in tandem with your hiring solution. After you conduct applicant screenings and background checks and find the perfect candidate, Homebase wastes no time getting the onboarding process started, meaning you don’t have to worry about assembling paperwork.

That perfect candidate is then added instantly to your team if you use Homebase for time tracking and scheduling management. This way even preparing the schedule for their first day is a breeze.

With Homebase here to help you effectively onboard your new employees, you and your new hire will no longer need to waste time and effort on the first day by filling out tedious paperwork. They can focus on getting started with their new role and setting themselves up to succeed as part of your team. They can also focus on learning exactly what it takes to take your business to the next level.