Stop chasing new hires for onboarding documents.
Let Jotask do it.
Send each new employee a branded onboarding portal. They upload their documents directly — no account to create, no app to install. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every joiner's documents land in your dashboard, complete.
Incomplete onboarding packs delay payroll, compliance, and first-day access
Documents arriving piecemeal
The contract comes back on day 1, the bank details on day 4, the right-to-work documents the day before payroll runs. You're chasing 5 people at once, all at different stages.
Payroll delays from missing data
Bank account details submitted late mean the new hire misses the pay run. Payroll corrections erode trust faster than almost anything else in those first weeks.
Compliance risk from incomplete packs
Right-to-work checks must be completed before the start date. A missing document isn't just an inconvenience — it's a legal exposure for the business.
How Jotask collects onboarding documents from new hires
- 1
Create an onboarding checklist
Add every document your new hire needs to submit: contract, ID, right-to-work, bank details. Save it as a template and reuse it for every joiner — same checklist, different portal link.
- 2
Send a branded magic link
One email to the new hire — your company branding, not Jotask's. They click the link, see their personal onboarding checklist in any browser, and start uploading. No account to create.
- 3
Automatic reminders chase the laggards
If a document pack isn't complete by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. You never manually chase a new hire for their bank details again.
- 4
Everything lands in your dashboard
Documents appear the moment the hire uploads. You see exactly which onboarding packs are complete, which are in progress, and which items are still missing — across all active joiners.
Built for every type of HR onboarding
HR generalists (SMBs & growing teams)
You're onboarding 3–5 new starters a month. Each one needs a full document pack before their first day — but you're collecting everything over email, one reply at a time.
- ✓Signed employment contract
- ✓Right-to-work documents (passport, visa, share code)
- ✓Bank account details (for payroll setup)
- ✓Proof of address
- ✓Emergency contact form
Recruitment agencies
You place candidates across multiple clients. Each placement needs a complete compliance pack — ID, right-to-work, qualifications, references — collected quickly before the start date.
- ✓Passport or national ID
- ✓Right-to-work documentation
- ✓Professional certifications and qualifications
- ✓Two references (contact details)
- ✓Signed terms of engagement
Enterprise HR teams
You're running structured onboarding programmes for hundreds of joiners a year. Manual document collection creates inconsistency, compliance risk, and payroll delays.
- ✓P45 from previous employer
- ✓DBS/background check consent form
- ✓Occupational health questionnaire
- ✓IT equipment acknowledgement form
- ✓Benefits enrolment forms
HR teams onboarding contractors
Contractors and freelancers need a different document set — company registration, VAT certificates, professional indemnity insurance, and IR35 assessments — often on short timelines.
- ✓Certificate of incorporation
- ✓VAT registration certificate
- ✓Professional indemnity insurance certificate
- ✓Bank account details
- ✓Signed contractor agreement
How Jotask compares to what HR teams use today
| Feature | Jotask | Google Drive | DocuSign | |
|---|---|---|---|---|
| New hire uploads without an account | Yes | No — attachment only | No — Google login required | No — DocuSign account required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | Partial — signature only |
| Structured checklist per hire | Yes | No — free-form | No | No — signing only |
| Encrypted sensitive data collection | Yes — AES-256 | No — plain text | No | Partial — forms only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable onboarding templates | Yes | Manual copy-paste | Folders only | Partial — templates |
| Dashboard — all hires in one view | Yes | No | Partial | Partial |
| Self-hostable for data sovereignty | Yes — Docker, any VPS | No | No | No |
Features built for professional HR document collection
No employee account required
Send a magic link. New hires open it in any browser — no sign-up, no password, no app. The main reason onboarding packs arrive late is friction. Jotask removes it.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per hire — never manually chase anyone for their bank details or right-to-work documents.
Encrypted sensitive data collection
New hires enter bank account numbers, NI numbers, or payroll credentials into an AES-256 encrypted note. You read it once to update payroll. Then it's gone — never sitting in an inbox.
Deadline + automatic pause
Set a document deadline (e.g. 3 days before start date). When it passes, the portal pauses automatically — creating a clear expectation without awkward conversations.
Reusable onboarding templates
Save 'New employee starter pack', 'Graduate scheme onboarding', or 'Contractor documents' as templates. Create the next request in seconds — same checklist, new portal link.
Your brand on every portal
Add your company logo and accent colour. Every onboarding portal your new hires see looks like it came from your HR team — not a third-party tool.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For HR generalists managing a small team.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For HR teams with multiple recruiters onboarding in parallel.
Get startedNot ready to commit? Self-host for free — full features, your own server.
Frequently asked questions
- What is the best document collection software for HR onboarding?
- The best HR document collection tool lets new hires upload their ID, right-to-work documents, bank details, and signed contracts without creating an account, and sends automatic reminders if they haven't completed their pack. Jotask covers all of this — and is free to self-host.
- How do HR teams collect documents from new employees?
- The most efficient method is a structured onboarding portal — not email. Jotask sends each new hire a magic link so they can upload their documents to a clear checklist. No account required. Automatic reminders chase incomplete submissions.
- Do new employees need to create an account to submit their documents?
- No. Your new hire receives a magic link by email. They click it, see a branded onboarding portal, and upload directly — no sign-up, no password, no app.
- What documents can HR teams collect with Jotask?
- Any file type — passport, right-to-work documents, signed contracts, bank account details, professional certifications, DBS forms, and more. Sensitive data like bank account numbers can be collected as encrypted notes.
- How does Jotask handle reminders for incomplete onboarding packs?
- Jotask sends an automatic nudge at D+3, a firmer reminder at D+7, and an urgent follow-up at D+14. Set it once — no more chasing individuals for missing payroll information.
- Is Jotask GDPR-compliant for HR document collection?
- Jotask is open source (AGPL-3.0) and self-hostable, so you run it on your own server with full data sovereignty. The hosted plan runs in an EU-region environment. Sensitive fields are encrypted with AES-256.
- Can HR create reusable onboarding templates?
- Yes. Save 'New employee starter pack', 'Contractor documents', or 'Graduate onboarding' as templates. For each new hire, create the request in seconds.
- How is Jotask different from sending a document list by email?
- Email gives new hires no structure — documents arrive piecemeal across multiple replies. Jotask gives each hire a clear checklist showing what's needed and what's still missing. HR sees everything in one dashboard.
Ready to stop chasing new hires for onboarding documents?
Set up your first onboarding request in under 2 minutes. Jotask handles the reminders — you get complete packs on time.