Employee self-onboarding by link and QR code

How it works

1. HR adds the joiner by Quick Add (Temp), bulk import or from recruitment, which creates a temporary record with an onboarding ID.
2. In Employees, open Onboarding QR to copy the permanent link or download the QR as an image for printing.
3. The joiner scans the QR or taps the link, picks English, Hindi or Gujarati, and logs in with the onboarding ID and mobile number, creating a password on first login.
4. The page shows profile completion and the items still pending, then sections for personal details, identity numbers, bank details and address.
5. The joiner photographs or uploads their photo, Aadhaar, PAN and a bank passbook or cancelled cheque, and saves.
6. When every required item is in, the profile goes to HR's Pending approvals automatically; until then each save keeps the progress.

What you can set

• One permanent link per company, which works only for that company.
• QR download as an image for printing, and a copy link button.
• Languages: English, Hindi and Gujarati.
• Login with onboarding ID and mobile number, plus a password the joiner sets on first login.
• Sections: personal details, identity numbers, bank details, address and document photos.
• Profile completion percentage and a list of items still pending.
• Automatic submission to Pending approvals once everything required is in.

Why joiners should enter their own details

The joiner knows how their name is spelt on Aadhaar, which bank branch holds their account and whether the IFSC ends in a zero or the letter O. When HR types these from a photocopy, mistakes creep in and surface months later as a failed salary transfer or a PF mismatch. Letting joiners fill their own details, in a language they read comfortably and on the phone they already carry, moves HR's job from data entry to checking. The link never expires, so one printed QR serves every batch of joiners.

Worked example: a new ward in a Rajkot hospital

A Rajkot hospital is opening a new ward in October 2026 and hires 12 nurses and ward assistants. HR imports them in bulk with mobile, name and branch, and each gets an onboarding ID. The QR goes on the notice board of the nurses' hostel, and HR texts each person their onboarding ID from the office phone.

Most of the staff choose Gujarati. By Friday 16 October, 10 of the 12 profiles have filled every item and moved to Pending approvals by themselves. The other two show bank proof as pending, because neither had a cheque book at the hostel. HR calls both, they upload a passbook photo on Saturday, and all 12 are ready for approval on Monday.

Getting the most complete submissions

Send each joiner the onboarding ID with the joining instructions, together with the list of documents to keep ready: photo, Aadhaar, PAN and a passbook or cancelled cheque. Print the QR where joiners wait, at the security gate or the HR desk. Check Pending approvals daily in joining weeks, and call anyone whose profile has been pending for more than two days, since the pending list tells you exactly what they are missing.

Frequently asked questions