Employee Onboarding Software with Self-Onboarding QR

Onboarding is where many employee records go wrong: a missing PAN, a wrong IFSC, an Aadhaar copy nobody collected. ZeniaHR lets HR add joiners one by one or in bulk, and gives every company a permanent, branded self-onboarding link and QR code in English, Hindi and Gujarati. Joiners log in with their onboarding ID and mobile number, fill their own details and photograph their documents. HR checks each submission, and approval creates the employee record.

Who uses it

HR teamAdds joiners by Quick Add, bulk import or from recruitment, shares the onboarding QR, completes gaps in the onboarding wizard, and approves, rejects or sends back each submission.

EmployeesNew joiners fill their personal, identity, bank and address details and photograph their documents from their own phone, in English, Hindi or Gujarati, before day one.

Company headSees joiners due in the next 30 days, those who joined this week and onboarding by status on the HR dashboard.

From offer to employee record

A joiner reaches onboarding in one of three ways: moved from recruitment after accepting an offer, added with Quick Add (Temp) using name, mobile, branch and department, or imported in bulk from a sheet. Each gets a temporary record and an onboarding ID and appears in the Temporary list. The joiner then completes the profile through the self-onboarding link, or HR completes it in the onboarding wizard.

When every required detail and document is in, the profile moves to Pending approvals, and a banner on the Employees page counts what is waiting. HR reviews it, assigns the official department and designation, and approves. Only then is the active employee record created, with its employee code, ready for salary, leave and attendance. Until approval, the joiner stays inactive.

Why self-onboarding suits Indian workforces

Many joiners carry a smartphone even when they will never sit at a computer at work. A QR code at the site gate, a link on WhatsApp and a form in the language they read comfortably mean the details come from the one person who knows them best. HR moves from typing to checking, and the record starts clean. Onboarding collects documents for HR to verify; it does not replace the appointment letter, which the OSH Code requires for every employee, so issue one from your HR letters.

Onboarding features

Self-onboarding link and QRShare one permanent branded link or QR code; joiners log in with their onboarding ID, fill details in their language and photograph their documents.Onboarding trackerFollow every joiner from temporary ID to employee code, with profile completion, status, change notes and the joiners due in the next 30 days.Onboarding approvalReview each joiner's submitted profile and documents, then approve with department and designation, ask for changes with a note, or reject with a reason.Bulk joiner importUpload a CSV or Excel sheet of joiners with mobile, name and branch, preview every row before import, and give each joiner an onboarding ID in one go.HR onboarding wizardComplete a joiner's profile in eight steps, from personal and identity details to nominee, education, documents and review, with a completion meter.

See onboarding on your own data

A 30-minute demo on a video call. We set it up for your departments and rules and show it running. Free for your first 50 employees.

Book a free demo See pricing

Frequently asked questions

Can new joiners fill in their own details?

Yes. Each company has a permanent self-onboarding link and QR code. Joiners open it on their phone, choose English, Hindi or Gujarati, log in with the onboarding ID and mobile number HR gave them, fill their details and photograph their documents. The finished profile goes to HR for approval.

Which documents does ZeniaHR collect during onboarding?

Four documents are needed before HR can approve a joiner: a photo, an Aadhaar copy, a PAN copy and bank proof such as a passbook or cancelled cheque. In the onboarding wizard HR can also add a resume, education and experience certificates and other documents. Joiners photograph the four core documents themselves through the self-onboarding link.

When does a joiner become an employee in ZeniaHR?

When HR approves the onboarding submission. Until then the joiner has a temporary record and stays inactive. Approval asks HR for the official department and designation, then creates the active employee with an employee code, ready for salary, leave and attendance.

Can I onboard many joiners at once?

Yes. Upload a CSV or Excel sheet with at least mobile, full name and branch for each joiner. ZeniaHR previews every row, creates a temporary record with an onboarding ID for each valid one, and carries over any other columns, so joiners are asked only for what is missing.