What is a Preboarding Form?
What is a Preboarding Form?
A Preboarding form is a tool that helps recruiters quickly and accurately collect all the information they need from a new hire before the person starts working. As soon as a recruiter adds a new hire to the system (using the New Hire form), the Preboarding form is automatically sent out - no extra steps, no manual work.
Who fills it in and how does it work?
Who fills it in and how does it work?
Once the recruiter enters the new hire into the system, the new hire receives an email with a secure link.
They simply click the link, open the Preboarding form, and fill in all the required fields.
Why do we need a Preboarding form?
Why do we need a Preboarding form?
The Preboarding form helps automate and centralize the whole information-collection process. New hires can easily provide:
Personal details
Required documents (e.g., passport copies, certificates)
Any additional information HR needs before their first day
All the submitted information and documents are automatically stored in the new hire’s profile.
How does the new hire access the form?
How does the new hire access the form?
They receive a direct link to the form via email. One click — and they can start filling everything in.
What does the full preboarding flow look like?
What does the full preboarding flow look like?
How to Configure a Preboarding form
Setting up a Preboarding form ensures that all necessary information and documents from a new hire are collected smoothly and automatically. Follow the steps below to create a complete, compliant, and user-friendly preboarding experience.
1. Access Preboarding forms
To begin, go to Settings → Forms and select Preboarding Forms. Here you can create a new form or edit an existing one.
2. Configure Details
The form name should include the type of cooperation, the location, and, if applicable, the specific service line it is intended for. This means you may need to create multiple preboarding forms to collect different information from new hires depending on their type of cooperation. In the description, you can specify the type of contract for which the form is designed. Examples of Form names:
Contractor – Cyprus
Contractor – Romania
Contractor – UK
In the "Details" section, we also configure the email that the specialist receives immediately after the form is initiated. The content of the email may vary depending on the type of collaboration form or language because different specialists are responsible for different locations.
In the same section, choose which workflow should start once the preboarding form is completed. Example: “The specialist has filled out the preboarding form”
This workflow is configured per location and notifies the responsible HR specialist, helping them continue the contract-signing process without delay.
3. Configure the Welcome page
The Welcome page is the first screen the new hire sees when they open the link from the email. You can configure:
Heading: This is the title and emoji that will appear on the specialist's page.
Welcome message: We populate this section with a prepared text that provides a brief set of instructions and explanations for why the specialist needs to complete the form.
Banner - Upload a cover image to visually brand your welcome page.
The general appearance of the Welcome page can be seen below:
4. Add form sections and fields
This is the core of the preboarding form. Organize fields into logical sections based on cooperation type, location, and legal requirements. All fields must be created in the system in advance.
Section 1: Privacy and security
For the first section, we suggest choosing "Privacy and Security" because in this section, the specialist agrees to the processing of personal data. If a specialist refuses to provide this information, they won't be able to proceed. The fields are selected based on the type of collaboration form and the legal entity with which the contract will be made. (These fields must be created in the system in advance.)
Section 2: Personal
The content of the 'Personal' sections depends on the form of cooperation, location, and legal entity. Common examples of the fields to add in this sections:
Preferred name - A middle name instead of a first name (e.g., “Matthew” for “John Matthew Pitterson”).
Pronouns - Allows the specialist to share pronouns they identify with (e.g., he/she/they).
Current country of living - The country where the specialist is located at the moment. Specialists can change the country in this field on their own in their profiles if they will be given the permission to edit.
Section 3: Documents
In the Documents section, you can request any files that a new hire must upload. Once they upload these documents, they will automatically be saved in the system and added to the new hire’s profile.
Be sure to include a short description for each field to help new hires understand exactly what they need to provide.
Registration address - A permanent address specified in government records (passport, driver’s license, etc.).
Passport or ID card - Request scanned copies/photos. For UA passports, request full passport scans, including issuing authority, date of issue, and registration details.
Tax ID - Ask for a scanned copy/photo of the tax identification document.
Tip: Add clear descriptions to each field to help the new hire understand exactly what to upload.
5. Configure the Final page
The final page appears after the specialist submits all information. Here, you can:
Add a thank-you message - Thank you for completing the preboarding form. We look forward to seeing you on your first day!
Explain what happens next - Our team will now review the information and documents you provided. If anything is missing, the responsible specialist will contact you by email. Once everything is confirmed, we will prepare your contract and send it to you for signing.
Include a photo or a short video about your company.
This step helps close the process with clear expectations and a professional touch.
6. After submission
Once the specialist completes the form:
All data and documents are automatically saved in the New hire profile.
The associated workflow is triggered, notifying the responsible HR specialist and initiating the next steps (e.g., contract preparation).
This ensures a smooth, automated continuation of the onboarding process.