Let's talk

Onboarding paperwork

Between the candidate's yes and their first day there's a list of papers someone has to request, check and request again. We request and validate them automatically, and your team only reviews what isn't clear.

Onboarding · Winter campaign · Getafe warehouse
FilesDocumentsStart dates
Validating documents
  • 12New starters
  • 7Complete files
  • 4Incomplete
  • 1Blocked
  • Mon 2 NovNext start, in 11 days

By start date12

Monday 2 November

Thursday 5 November

Monday 9 November

Youssef A.

Forklift operator, night shift · Monday 2 November

Documents for the role

  • DNI or NIE (ID number) TIE received today at 9:12 Received
  • Residence and work permit Valid until 06/2028 Validated
  • Social Security number Number in a valid format Validated
  • Bank account The person holds the account Validated
  • Forklift licence Blurry photo: the issue date can't be read Illegible
  • Qualification Not required for the role Not applicable
  • Certificate of no sexual offences The role involves no regular contact with minors Not applicable

Validating · DNI or NIE (ID number)Youssef A.

SpainForeigner identity card (TIE)
Surnames
A*** ***
Name
Y******
ID no.
X*******·
Valid until
14/09/2028
Permit type
Residence and work
Back side missing
Back

IDESP·X*******
******<<<<<<<<<<
A***<<Y******<<<<<<

Checks

  • Legible···
  • Matches the candidate···
  • Expiry date···
  • Both sides···

Outstanding in the campaign4

  • Kevin T.Work permit expired Blocks Thursday 5's start
  • Mihaela P.Bank account requested Reminder today at 18:00
  • Iván G.Social Security number received, to check In the review queue
  • Cristina L.2 documents requested Reminder tomorrow at 10:00

Log

    Which document is missing, which is validated and which needs requesting again, by person and by start date. Pick a new starter.Example with fictional data.

    The problem

    A new starter needs a Spanish ID card (DNI) or foreigner's ID number (NIE), a work permit if they're not an EU citizen, their Social Security number, a bank account and, depending on the role, qualifications, a driving licence or the certificate confirming no sexual offences.

    They arrive by email, as crooked photos and in pieces. With dozens of starters at once, someone spends the day chasing paperwork, and a mistake is found when it's already too late.

    What's left running

    • The document list for each role, written with your team.
    • Requests to the candidate over WhatsApp or email, with reminders until everything is in.
    • Every document read: what it is, whether it's legible, whether it matches the candidate and when it expires.
    • A review queue with anything doubtful, for a person to decide.
    • The complete file in your system, ready for Social Security registration.

    What it moves

    Days from the candidate's yes to a complete file, and start dates that slip because of one missing paper. We set the number that matters with you, in writing, before we start.

    Tell us how you do it today. Before we start you have in writing what we'd do, which number it will move and what it costs.

    Contact me

    Frequently asked questions

    Does it work for staffing agencies and high-turnover employers?

    That's where it shows most: many starters at once, with the same documents every time.

    What about the data in the documents?

    We process it on your behalf, only for onboarding and for the period you set, under a data processing agreement. The data stays with you.

    What if a document can't be read properly?

    It's requested from the candidate again, and if it's still unclear it goes to a person. Nothing is accepted blindly.