Onboarding & Offboarding

The first day runs itself — and so does the last.

Launch a journey per hire and the statutory steps inject themselves by work state — the new hire signs the actual IRS and USCIS forms at one magic link, the I-9 clock is counted in business days, and when someone leaves, the same engine writes the letter, reclaims the laptop, ends the seats, and gets the last check out on time.

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⬡ 51 jurisdictions — 84 required notices, catalogued ⬡ Real official forms — IRS W-4 · W-9 · USCIS I-9 · state certificates ⬡ One magic link — no account, no seat, revocable

The Onboarding & Offboarding hub: 7 active onboardings, 3 offboardings, I-9 deadline counters, 12 documents awaiting acknowledgment, and a journey table with per-person progress bars — Onboarding The whole program on one screen: 7 active onboardings, 3 offboardings, the I-9 deadline counters at zero, 12 documents awaiting acknowledgment — and auto-launch on hire switched on.

⬡The problem

First days run on attachments. Last days run on memory.

Day one is a clipboard. The new hire keys their name, address, and SSN into lookalike PDF after lookalike PDF — forms somebody rebuilt in Word years ago — and the typo always lands somewhere that matters.
The I-9 clock starts whether you looked or not. Section 2 verification is due three business days after the start date. Nobody's counting — until someone official is.
Every new state is a research project. Which notices to hand out, which withholding certificate, when the final check is due — Googled from scratch the first time you hire there, bookmarked never.
Offboarding is a memory exercise. The laptop comes back eventually, the software seat bills for another quarter, and the state's final-pay deadline passed while the termination letter was still a draft.

⬡The journey

Launch the hire. The statutes add themselves.

Pick the person and their work state, and the engine auto-injects the statutory steps — employees get the W-4, the I-9, and their state's withholding certificate; contractors get a W-9 and, correctly, no I-9. Templates resolve by specificity (state beats person type beats default), and the catalog underneath covers all 51 US jurisdictions: 84 required notices, withholding rules, final-pay deadlines, and new-hire reporting down to the states that make you report contractors. An accepted offer in the ATS launches the journey automatically, start date carried over — and the journeys hub tracks every one, I-9 deadlines flagged.

The Start onboarding wizard: person picker, start date, work state detected automatically, template on best match, welcome-portal email toggle, and a preview-by-state panel — Onboarding → Start onboarding Person, start date, done — work state detected from their location, template on best match, and a preview of the exact forms, notices, and deadlines any state will require before you launch.

⬡The guest portal

Your new hire gets a link, not a login.

One magic link and everything happens there: the hire completes their forms, uploads their I-9 documents, and signs — no account to create, no seat to buy. Identity data flows from the journey into every form, so nobody types their own address a fifth time. Tokens expire on their own and revoke in a click, and the same portal handles the other end of the employment relationship too.

A new hire's welcome portal: a progress bar at 8 of 11 steps, completed W-4, state withholding and I-9 Section 1 steps, and a notice open for acknowledgment — Welcome portal Sandra's link, 8 of 11 steps in: W-4, M-4, and I-9 Section 1 signed, notices acknowledged one by one with a timestamp — "everything you submit is encrypted."

⬡Real forms

The actual IRS W-4. Not a lookalike of one.

The module fills the official IRS W-4 and W-9 and the USCIS I-9 — the government's own AcroForm PDFs — plus official state withholding certificates (California's DE 4, New York's IT-2104). Answers flow from the journey into the form fields, so what gets signed is the real document with your hire's data in the right boxes.

An executed W-4 record: personal information, withholding elections, and a signature block with the e-sign consent line and a SHA-256 document hash — Journey → Served document Mark's executed W-4: the elections, the signature stamped on the form, the e-sign consent line — and the SHA-256 hash of the document he actually signed.

Signed on the form itselfA drawn or typed signature stamped onto the PDF, with an ESIGN metadata line: signer identity, timestamp, IP, consent record, and a SHA-256 hash of the executed document.

The executed recordAn executed-document viewer renders every served document exactly as signed, viewable in-app — sensitive paperwork gets looked at, not downloaded.

The one-click packetCover sheet, every completed official form, state certificates, letters, the acknowledgment certificate, and an electronic-signature certificate table — merged into one PDF.

⬡I-9 discipline

Three business days. The engine is counting.

Section 2 employer verification carries a deadline tracked from the start date — counted by software, not by whoever remembers. The acceptable-document lists come straight from the catalog so the verifier isn't guessing what List B means, reverification sweeps and automated reminders catch expiring documents before they expire, and every verified I-9 is filed to the compliance evidence locker automatically.

A journey console: the before-day-one checklist at 13 of 14 done, a tax and eligibility forms panel with the W-4 elections, and Form I-9 Sections 1 and 2 completed — Journey console One hire, one screen: 15 of 18 steps done, W-4 elections on file, I-9 Sections 1 and 2 completed on time, eight notices acknowledged — every "view signed" a click away.

Pairs with Compliance. Verified I-9s file themselves to the compliance evidence locker automatically — so the day someone asks to see them, they're already where the auditor will look.

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⬡Offboarding

The last day, orchestrated — not remembered.

A departure launches its own journey, with the same progress tracking a new hire gets. The tasks read the person's real assignments — so "collect the laptop" names the laptop and "end the seats" knows which providers to check. Benefits and COBRA run against the real last day, and the exit interview is a step on the schedule, not an afterthought.

An offboarding journey: termination letter generated, final paycheck due in full on the day of discharge, PTO reconciled, COBRA election notice, insurance coverage removal, and provider invoices reconciled against access shut-off dates — Journeys → Offboarding Helen's wrap-up: letter generated, final paycheck rule on screen (in full on the day of discharge — Mass. Gen. Laws ch. 149, § 148), PTO reconciled, coverage removed, and provider invoices checked against the recorded shut-off dates.

The letter writes itselfThe termination letter is generated for the case at hand — at-will or for-cause — instead of aging in a drafts folder while deadlines pass.

Everything comes backAssets reclaimed and software seats ended, each seat with a per-provider reconcile-the-billing follow-up so nothing bills for another quarter.

The final-pay clockSome states want the last check on the last day. The journey surfaces your state's actual deadline before it passes, not after.

⬡How it runs

From signed offer to signed-off exit.

Offer acceptedThe ATS acceptance launches the journey automatically — start date carried over, playbook automations fired.
Steps injectedWork state and person type decide the paperwork: employees get the W-4, I-9, and state certificate; contractors get a W-9.
Signed at the linkThe hire completes real pre-filled forms, uploads I-9 documents, and e-signs — before day one, no account, no seat.
Verified & filedSection 2 inside three business days, tracked and reminded; the verified I-9 files to the evidence locker, and the packet merges into one PDF.
Last dayLetter generated, assets and seats reclaimed, billing reconciled, COBRA handled, the final-pay deadline on screen.

⬡Guardrails

Honest paperwork, honest limits.

Summaries, not statutesCatalog entries are operational summaries with links to the official sources — never restated statutory text, and never legal advice.

Flags where we're unsureEntries the catalog isn't certain about carry explicit review flags — the module tells you what to verify instead of guessing confidently.

PII treated like it mattersPersonal data stays masked without the pii:view permission, sensitive documents are encrypted, portal tokens expire and revoke — and every action lands on the audit trail with the actor attached.

⬡The bottom line

First days stop being paperwork. Last days stop being amnesia.

Statutory steps injected instead of remembered, the government's own forms filled and signed, deadlines counted by software — and when someone leaves, the same engine writes the letter, reclaims the laptop, ends the seats, and gets the last check out on time. Inside the platform that already holds the offer, the laptop, the seat, and the benefits.

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