# Onboarding

> The six-step onboarding checklist for each new employee, ending with their deployment to a client site, and the Onboarding tracker.

Every new person goes through a six-step checklist that ends with them posted at a site. Start it from the employee's profile; track everyone on the **Onboarding** page.

**Who can do this:** Admin, HR Manager (`onboarding.manage`), with `documents.manage`, `consents.manage` and `verifications.manage` for steps 2–5.

## Start

Sidebar → **Employees** → **Profile** on the person's row → **Start onboarding**. This opens the wizard at `/employees/<id>/onboarding`.

The left column lists the six steps with their state (**Complete**, **In progress**, **Locked**). The top shows **Onboarding progress** (e.g. 1 of 6 sections complete). **Each step unlocks when the one before it is complete.** **Save** keeps your work; **Save & Continue** moves on. **Previous** and **Next** move between steps.

## 1. Profile Information

Check the name, phone and (optional) email, and fill in the required **Date of birth**, **Hire date**, **Address** and **Emergency Contact Number**. Optional: the emergency contact's **name** and **relationship**, **Reporting Manager**, **Laptop ID**. **Save** keeps a half-filled profile; **Continue** needs the phone and emergency contact number.

![Onboarding: (1) the six steps, done in order, (2) Save & Continue](/docs-images/guide/onboarding-profile.webp)

## 2. Document Upload

At the top, choose the worker's **Staff category** and **Designation** (e.g. *Operators & Technicians · Electrician*) and press **Save**. They decide which documents are mandatory for this worker — see [Document rules](/docs/document-rules). Once your workspace uses categories, a worker without one can't be approved.

![Document Upload: (1) category, (2) designation, (3) Save](/docs-images/guide/choose-category.webp)

**Required** then lists this worker's mandatory documents: the ones every worker needs, plus what their category and designation add. Each line says where it comes from and its state (**Not uploaded**, **Awaiting verification**, **Verified**, **Rejected**, **Expired**, **Waived**). Everything else is under **Optional**.

Press **Upload** next to each and choose the file (PDF, JPG, PNG or WEBP). On a phone this can open the camera. Each upload shows as **Submitted**; **Re-upload** replaces it.

If a mandatory document genuinely doesn't apply to this person (e.g. a first-time worker has no previous employer certificate), HR can press **Waive** and give a reason. The reason and who gave it are recorded.

A line under the list says either that nothing blocks approval, or exactly which documents still do.

![The required documents, with what is still missing](/docs-images/guide/required-list.webp)

If it says "No document types configured", add them first under Employees → Document Types.

## 3. Document Verification

Each upload is listed with **View**, **Verify** and **Reject**. Open it, check it against the original, and press **Verify**, or **Reject** if it's wrong or unreadable (the person then re-uploads in step 2). Every required document must be **Verified** (and, if it has an expiry date, not expired) or waived to continue.

![Document Verification](/docs-images/guide/onboarding-verification.webp)

## 4. Bank Details

**Account holder**, **Bank name**, **Account number**, **IFSC**, **Branch**. Payroll uses this account; the holder's name should match the Aadhaar.

![Bank Details: (1) this step, (2) the account holder as on Aadhaar, (3) Save & Continue](/docs-images/guide/onboarding-bank.webp)

## 5. Compliance & Consents

- **Required consents**: press **Request**, then **Mark Granted** once the person has agreed (**Withdraw** undoes it).
- **Required verifications** (background checks): press **Initiate** when you send the check off, then **Mark Clear** when it comes back clean, or **Mark Failed**. A failed check can be retried with **Retry**.

The step is complete when every consent is **granted** and every verification is **clear**.

![Compliance & Consents: Request each consent, Initiate each check](/docs-images/guide/onboarding-consents.webp)

## 6. Deployment

Press **Add deployment** and choose:

| Field | Required | Notes |
|---|---|---|
| Client | Yes | |
| Site | Yes | Only that client's sites are listed |
| Service line | | |
| Role title | | e.g. *Security Guard*. **Spell it exactly as the approved headcount designation.** |
| Pay rate | | Per day: what you pay the person |
| Bill rate | | Per day: what you charge the client |

For new hires, [Approve & Deploy](/docs/approve-and-deploy) does this step for you. Here it already shows the deployment it created:

![Deployment: the worker's deployment](/docs-images/guide/onboarding-deployment.webp)

Press **Create deployment**. The deployment starts today. Change its start date, status or end date later on the [Deployment](/docs/deployment) page. When all six steps are done, the banner shows **Onboarding complete**.

## HR approval and mandatory documents

Completing onboarding is HR's approval of the worker. **It is refused while any mandatory document is outstanding** — missing, awaiting verification, rejected, or past its expiry date and not waived — or while the worker has no staff category (once your workspace uses categories). This is enforced by the server, so it also applies to bulk onboarding and to editing a case's status directly; the message names exactly what is missing.

An approval already given is never undone by a later rule change.

For new hires, the formal sign-off — salary structure, e-signed contract, optional second approver, employee ID — is on **[HR approval](/docs/hr-approval)**, followed by **[Approve & Deploy](/docs/approve-and-deploy)**, which creates the deployment that completes step 6.

## The Onboarding tracker

Sidebar → **Onboarding** (route `/onboarding`) lists everyone being onboarded with their progress, documents, deployment records and blockers. Counts at the top show **Total onboarding cases**, **Deployment ready**, **Needs attention** and **In progress**. Filter by **Deployment ready**, **Needs attention**, **Draft**, **In progress**, **Blocked**, **Completed** and **Cancelled**.

![The Onboarding tracker, with its filters](/docs-images/guide/onboarding-tracker.webp)

## How it connects

- Uses the [employee](/docs/employees) record and the document types.
- Step 6 creates the [deployment](/docs/deployment) that the [roster](/docs/shifts-and-roster), [daily report](/docs/daily-report), [payroll and billing](/docs/payroll-and-billing) rely on.
- For security staff, also run [KYC](/docs/kyc) before deploying.