Paperwork before the joining date
Send the joiner ZeniaHR's self-onboarding link as soon as the offer is accepted. It is company-branded, works in English, Hindi and Gujarati, and collects personal, address, family, bank, education and experience details along with document uploads. For an engineer, the checklist usually covers PAN, Aadhaar, degree certificates, the last three payslips, a relieving letter from the previous employer and a passport if client travel is likely. HR reviews the submission, asks for changes if a scan is unreadable, and approval creates the employee record.
Background verification, NDA and appointment letter
Clients often want education, previous employment and address verified before an engineer gets access to their systems. Start background verification with your agency on the day documents arrive, and upload the final report to the employee's documents. An appointment letter must be issued to every employee under the OSH Code, as the appointment letter rules explain. IT firms usually pair it with an NDA and an intellectual property clause, so ownership of code written at work is clear from the first commit.
Day one access and client induction
IT onboarding stalls when access arrives late. Agree a joining checklist with the IT helpdesk: laptop, email, VPN, code repository, ticketing tool and, for client projects, the client's own access forms, which can take a week. Book the client's mandatory induction or security course in the first week. Spend the first days on a codebase walkthrough with a buddy from the same team, and let the automatic new joiner post on the Company Wall introduce the engineer before the first stand-up.
Probation for engineers
Set probation months by employment type in the work terms policy, for example six months for permanent engineers and three for trainees. ZeniaHR lists everyone whose probation ends soon, overdue first, and sends daily reminders to HR and the manager. The manager rates the probation review from 1 to 5 with a comment in My Team. HR then confirms with a confirmation letter saved to the employee's documents, extends by a few months with a reason, or records not confirmed. Notice days during probation can be shorter than after confirmation, and probation rights are worth reading before an extension.
How to set it up in ZeniaHR
- Configure the onboarding document checklist with PAN, Aadhaar, degrees, payslips, relieving letter and passport.
- Share the self-onboarding link or QR code with every accepted candidate and review submissions as they arrive.
- Upload the background verification report and the signed NDA to each engineer's documents once they are ready.
- Set probation months and notice days by employment type in the work terms policy, with manager review required.
- Assign the reporting manager and HR partner on day one so approvals and probation reviews reach the right people.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What documents are needed to join an IT company?
Usually PAN, Aadhaar, education certificates, previous employment papers such as the relieving letter and recent payslips, bank details and photographs, plus a passport if client travel is likely. Many companies also collect details for background verification. ZeniaHR's self-onboarding link gathers these before day one, and HR verifies each document before the employee record is created.
What is BGV in IT companies?
BGV is background verification: checking a joiner's education, previous employment, address and sometimes criminal records before or soon after joining. IT clients often insist on it before granting access to their systems. A third-party agency usually does the checks, and HR keeps the final report in the employee's documents so it can be produced during a client audit.
How long is probation in IT companies?
Commonly three to six months, set by company policy and written into the appointment letter, with trainees sometimes on a training-linked period. In ZeniaHR, probation months are set by employment type, reminders reach HR and the manager before the end date, and the manager's 1 to 5 rating supports the decision to confirm, extend or not confirm.