Before we dive into the steps, let’s quickly understand why this matters:

• New hires feel more confident and prepared.
• HR saves time and avoids repetitive work.
• Everything is tracked, stored, and secured digitally.
• It works no matter where employees are located.
• It reduces paperwork waste and printing costs.

Now, let’s go through the process, step by step.

Step 1: Job Offer Is Sent and Accepted

The paperless onboarding journey starts when a candidate accepts their job offer.

What happens:

• The offer letter is emailed as a secure PDF or sent through an HR system.
• The candidate signs the document electronically using tools like DocuSign or Adobe Sign.
• Once accepted, they’re added to the onboarding system and tagged as a “new hire.”

This step makes everything official and digital from the start.

Step 2: Welcome Email and Onboarding Portal Access

After accepting the offer, the new hire receives a welcome email. This is a simple but powerful step that helps them feel valued.

What the welcome email includes:

• A friendly message from HR or their manager.
• Login details to the onboarding portal.
• A brief outline of what to expect next.

The onboarding portal is a personalized dashboard where all tasks, documents, and updates are available in one place. No more paper folders or confusing email threads.

Step 3: Digital Forms and Document Uploads

Now the paperwork part begins but digitally.

Common tasks in this stage:

• Filling out tax forms (like W-4, I-9 in the US)
• Providing personal details (address, emergency contacts, bank info)
• Uploading scanned IDs or certifications
• Reviewing and signing employment agreements, NDAs, and policies

The system ensures all required fields are filled and forms are submitted correctly, helping HR avoid errors and delays.

Step 4: Pre-boarding Training and Company Orientation

Before day one, new hires can go through short training modules and orientation materials. This helps them learn about the company, culture, and expectations in advance.

Typical content may include:

• Introduction to company values and mission
• Organizational structure and leadership overview
• Code of conduct, harassment policy, safety rules
• Overview of tools and platforms used
• Basic role-specific information

These can be shared as videos, PDFs, slides, or short quizzes. It’s all done at the employee’s pace, and the system tracks what’s been completed.

Step 5: IT Setup and Account Access

If the employee is going to be using company tools, they’ll need access before they start.

What HR or IT teams usually provide:

• Company email login
• Access to internal systems or apps
• Software installations or cloud tool links
• Instructions for setting up multi-factor authentication or VPN

In paperless onboarding, these instructions are shared through the portal. Some systems even allow automatic provisioning of access rights based on the employee’s role.

Step 6: Meet the Team (Virtually)

Connecting with the team helps reduce first-day anxiety.

Some ways to make this happen:

• Share a “Meet Your Team” section in the onboarding portal
• Schedule a welcome video call with the team
• Share an organizational chart with photos and titles
• Create a short welcome video from the manager

Even for remote teams, these virtual introductions create a sense of belonging before the employee officially starts.

Step 7: Checklists and Progress Tracking

This step helps both the employee and HR stay on top of things.

The checklist may include:

• Forms submitted
• Training modules completed
• IT setup done
• Intro meeting scheduled
• Day one schedule reviewed

The system shows which tasks are done and what’s still pending. This gives HR visibility into each hire’s progress without the need to send follow up emails.

Step 8: First Day Preparation

The final step is getting everything ready for the employee’s first day.

HR may share:

• First-day schedule (who they’re meeting, what they’ll do)
• Expectations for the week
• Dress code, work hours, and break policies
• Login info and access instructions (again, just in case)

Some companies also mail a welcome kit or swag bag but this is optional. The key is to make the new hire feel comfortable and informed.

Bonus: Post-Onboarding Survey

While it’s not always included, some HR teams use short surveys to gather feedback on the onboarding process.

Questions might include:

• How easy was it to complete the tasks?
• Did you feel prepared for your first day?
• What can we improve in this process?

This feedback helps HR teams improve the onboarding experience for future employees.