Template · HR and onboarding
Document checklist: New employee onboarding
Who asks whom: HR to the new hire
10 documents4 to signFree
Free. You can change everything before sending.
The 10 documents to request
- Employment contractDocument or photo (PDF, JPG, PNG, HEIC, WebP) · To sign
- ID documentID card or passport, both sides.Document or photo (PDF, JPG, PNG, HEIC, WebP)
- Proof of social security numberDocument or photo (PDF, JPG, PNG, HEIC, WebP)
- Bank details (RIB)Document or photo (PDF, JPG, PNG, HEIC, WebP)
- Proof of addressLess than 3 months old.Document or photo (PDF, JPG, PNG, HEIC, WebP)
- DiplomasDocument or photo (PDF, JPG, PNG, HEIC, WebP)
- Badge photoImage (JPG, PNG, HEIC, WebP)
- Health plan certificate or opt-out requestDocument or photo (PDF, JPG, PNG, HEIC, WebP) · To sign
- House rulesDocument or photo (PDF, JPG, PNG, HEIC, WebP) · To sign
- IT use policyDocument or photo (PDF, JPG, PNG, HEIC, WebP) · To sign
Documents to sign
- Employment contract: To sign by hand, then send as a photo or PDF.
- Health plan certificate or opt-out request: To sign by hand, then send as a photo or PDF.
- House rules: To sign by hand, then send as a photo or PDF.
- IT use policy: To sign by hand, then send as a photo or PDF.
How it works
- List the documents you need, and their format. With this template, the list is already done.
- Add the people. Everyone sends the same thing, or each their own.
- Set the deadline and how often to remind them. Done.
Everyone gets a personal link by email or text message. No account to create, no app to install: they snap their document with their phone. Invitations and reminders go out between 9 am and 7 pm (Paris time), never on Sundays or public holidays, and stop as soon as the person has sent everything.
Frequently asked questions
Which documents should you request (new employee onboarding)?
This template lists 10 documents: employment contract, ID document, proof of social security number, bank details (RIB), proof of address, diplomas, badge photo, health plan certificate or opt-out request, house rules, IT use policy. 4 of them must be signed.
Do the people need to create an account?
No. Everyone gets a personal upload link by email or text message, with no account to create and no app to install.
Can I change the list?
Yes. Before sending, you can add, remove or rename a document, and change its format or its instructions.
Is this template free?
Yes. The template is free, and so is the Free plan: one request at a time, 5 people, email reminders.
What happens to sensitive documents?
Some documents in this list are recognised as sensitive (ID document, proof of social security number, bank details (RIB)). They are flagged to you and to the sender, and deleted 30 days after they arrive; you are warned 3 days before, to download what you must keep.
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Ready to send it?
Free. You can change everything before sending.
Updated on September 30, 2026