Employee Onboarding Software

Our onboarding module handles everything you need to get a new hire ready before and on day one:
- I-9 and W-4 documentation information collection
- offer letter generation
- document e-signatures
- secure document storage
- integrated background checks via Checkr

... all in a mobile-first, text-based experience designed for deskless workers.

Most of the onboarding module, like Team Engine, is built specifically for SMS. The e-sign functionality, onboarding letter, and AI agents will not only work - but work best - for employees preferring SMS. There’s no app requirement, just like the rest of Team Engine.

Yes — any document that needs a signature or acknowledgment can be sent via text or email to collect the e-signature.

Yes – you can customize your offer letter templates and checklists for the unique needs of each open position.

Like all of Team Engine - you can get started with the onboarding module, on your own, today! We find that most customers, though, would like some help in configuring automations, setting up the right background checks, and learning how best to adapt their process to Team Engine’s best practices - so we recommend getting in touch with your Customer Success Manager, who should be able to help you get set up with just a few hours of time.

Yes. Team Engine is designed to automate the repetitive parts of your existing onboarding process and give you one place to track everything without requiring a complete overhaul.

No. Your employees will receive and complete onboarding tasks entirely via text message; no app downloads, logins, or portals required. It's simple and accessible for workers who don’t use email. However, your HR and management team will log into Team Engine from a computer, tablet, or mobile phone to manage the onboarding process, track progress, and access documents securely.

Yes. All onboarding data is securely stored in Team Engine’s system, and we follow best practices for handling sensitive information like I-9 and W-4 data. We also maintain SOC 2 compliance standards.

Yes. You can continue using your preferred provider. However, integrated background and MVR checks inside Team Engine keep everything centralized and are competitively priced.

Team Engine’s multilingual onboarding software automatically detects and translates messages to match the employee’s preferred language, making the process easier and more inclusive.

Most payroll system modules are email-based and lack mobile-first features. Team Engine’s AI HR assistant handles form collection and communication via text, so employees can complete everything quickly, even on the go.

Employee onboarding software is a digital system that helps HR teams manage and standardize the critical steps new hires must complete before they start work. For deskless industries, that often includes collecting employment documents like I‑9s and W‑4s, securing signatures on safety policies or handbooks, assigning pre-hire tasks to managers (like ordering uniforms), and making sure everything is documented for compliance. Employee onboarding software helps ensure that nothing gets missed, and that every new hire gets a consistent, professional introduction to your company, no matter where they’re located.

Employee onboarding software is a digital system that helps HR teams manage and standardize the critical steps new hires must complete before they start work. For deskless industries, that often includes collecting employment documents like I‑9s and W‑4s, securing signatures on safety policies or handbooks, assigning pre-hire tasks to managers (like ordering uniforms), and making sure everything is documented for compliance. Employee onboarding software helps ensure that nothing gets missed, and that every new hire gets a consistent, professional introduction to your company, no matter where they’re located.

Employee onboarding software is a digital system that helps HR teams manage and standardize the critical steps new hires must complete before they start work. For deskless industries, that often includes collecting employment documents like I‑9s and W‑4s, securing signatures on safety policies or handbooks, assigning pre-hire tasks to managers (like ordering uniforms), and making sure everything is documented for compliance. Employee onboarding software helps ensure that nothing gets missed, and that every new hire gets a consistent, professional introduction to your company, no matter where they’re located.

Onboarding automation software takes repetitive, manual tasks off your plate, like sending out forms, tracking what’s been completed, and reminding people to sign or submit required information.

In fast-paced, high-turnover industries, it’s easy for details to fall through the cracks. Someone forgets to bring their ID for I‑9 verification. A new employee never turns in their direct deposit form. Or worse, they show up to the jobsite on day one… and you didn’t know they were hired at all.

Automation helps prevent those issues by keeping the process consistent and centralized. You can set up your onboarding steps once, then let the software handle it every time, regardless of role, location, or hiring volume.

AI plays a supportive role in employee onboarding, handling routine tasks so your team can stay focused on the people work.

An AI HR assistant (sometimes called an onboarding chatbot) can engage with new hires through text message to gather information like home address, date of birth, and tax withholding details. It can also validate inputs (like checking if an address matches USPS records) or answer common questions in real time before someone on your team needs to step in.

For field-based industries, this kind of AI onboarding tool makes the process faster, more accurate, and easier to manage across multiple job sites or shifts. It also keeps things moving outside of normal business hours, when a lot of frontline employees are more likely to engage.

Your HRIS or payroll platform might include basic onboarding features (usually a checklist or a document upload portal) but these tools are often designed for salaried employees working behind a desk.

By contrast, Team Engine’s onboarding process automation software is purpose-built to handle the realities of hiring deskless workers: no company email addresses, no app downloads, no multi-step login process. Just fast, mobile-friendly communication that reaches employees where they already are: on their phones.

If you're struggling with paper forms, managing onboarding across multiple locations, or dealing with late or missing documents, it's worth considering a standalone new hire onboarding tool that integrates with your hiring system but is flexible enough to match the way your team actually works.

Most employee onboarding challenges boil down to three things: delays, confusion, and inconsistency.

In many field-based industries, HR teams are onboarding dozens of new hires across multiple sites… and every delay is lost productivity. New hires don’t bring the right paperwork, forget to sign something, or arrive with no idea what to expect. Meanwhile, HR scrambles to clean it all up.

Without a centralized, repeatable process, it’s also easy for different teams or locations to handle onboarding differently, leading to mistakes, compliance risks, and a poor new hire experience.

Using onboarding automation software helps create a smooth, standardized process that reduces confusion, speeds up time-to-productivity, and gives every new hire the same strong first impression.