HR onboarding wizard

How it works

1. Open the joiner under Employees, Temporary, and choose Complete profile to start the wizard.
2. Fill Personal and Contact: name, gender, date of birth, marital status, nationality, mobile, email and an emergency contact.
3. Fill Identity and Banking: Aadhaar and PAN, checked for the right format, then account number, IFSC and account holder name.
4. Fill Address, then Nominee and More: the nominee, the highest qualification and college, and the previous employer, years of experience and designation.
5. Upload documents: photo, Aadhaar copy, PAN copy and bank passbook or cheque are required; resume, education and experience certificates are optional.
6. Review the summary and press Submit for Approval, which stays locked until every required item is complete.

What you can set

• Eight steps: Personal, Contact, Identity, Banking, Address, Nominee and More, Documents, and Review.
• Completion meter in percent, with a checklist of missing items.
• Aadhaar and PAN format checks while typing.
• Required documents: passport size photo, Aadhaar copy, PAN copy, and bank passbook or cheque.
• Optional documents: resume, education certificates, experience certificates and other documents.
• Submit for Approval, enabled only when all required items are complete.

When HR should use the wizard

Self-onboarding suits many joiners, but not all. Some have only a basic phone, some send documents by email and expect HR to handle the rest, and some records come from paper joining forms filled at a site. The wizard gives HR the same structure the joiner would have followed, with more room: contact details, an emergency contact, the nominee, education and previous employment. It also applies the same required-items gate, so a profile completed by HR is held to the same standard as one filled by the joiner.

Worked example: a boiler operator in Ankleshwar

Ramesh, 52, joins a chemical unit in Ankleshwar as a boiler operator. He has a basic phone, so on joining day HR sits with him and opens the wizard. Personal and Contact take two minutes. When HR types his Aadhaar number, the format check flags a missing digit, which they fix from the card. His PAN, bank account and IFSC follow, and the passbook photo goes in under Documents.

Under Nominee and More, he names his wife Savita as nominee, gives his ITI qualification and 18 years with his previous employer. The meter reaches 100 percent, HR presses Submit for Approval, and the plant's HR manager approves him the same afternoon with the Utilities department and the designation boiler operator.

Tips for accurate profiles

Work from the originals, not from photocopies of photocopies. Spell the name exactly as it appears on Aadhaar and in the bank records, since a mismatch causes trouble with salary credits and EPF records later. Take nominee details carefully, because they matter when benefits are claimed. Save as you go; the wizard keeps the draft, so an interrupted session is not lost.

Frequently asked questions