Resources›Digital Onboarding

Team Management

Digital Staff Onboarding Software

Bring new hires on board without the paper trail — send a digital invite, collect details and documents, and approve everything online.

📧 Email invites

📋 Digital forms

📎 Doc uploads

✅ Manager approval

Onboarding — New hires

Pending onboarding

+ Invite new hire

Alex RiveraDocuments uploaded

Mia JohnsonFilling out details

Noah ParkInvite sent

3 pending · 12 completed this month

How to

Onboarding a new team member

Follow these steps to bring a new hire on board digitally, from invite to approval.

Send an onboarding invite

From the Staff page, click '+ Invite new hire' and enter their name and email address. Rundeck sends them a branded onboarding link where they can complete everything at their own pace — on any device.

Send onboarding invite

Invite new hire

Full name

Alex Rivera

Email address

alex@email.com

Role

Barista

Send invite

Cancel

Staff fills out personal details

The new hire opens their onboarding link and fills in their personal information — address, emergency contacts, tax file number, and bank details for payroll. All data is encrypted and stored securely.

Onboarding — Personal details

Welcome, Alex!

Step 1 of 3 · Personal details

Address42 Smith St, Melbourne VIC 3000

Date of birth15 / 06 / 1998

Emergency contactMaria Rivera — 0412 987 654

Tax file number123 456 789

Bank account (BSB)063-000

Save & continue

Upload required documents

Next, the new hire uploads any required documents — ID, visa, certifications, or qualifications. Rundeck shows them exactly what's needed and lets them photograph documents with their phone camera or upload files.

Onboarding — Documents

Required documents

Step 2 of 3 · Upload the following

✅

Photo ID (passport or licence)

Uploaded

✅

RSA Certificate

Uploaded

📎

Food Safety Certificate

Not uploaded

Upload

Manager reviews and approves

Once the new hire completes their onboarding, the manager receives a notification. Review their submitted details and documents, then approve to finalise the onboarding. The staff member is now active and ready to be rostered.

Review onboarding — Alex Rivera

Alex Rivera

Barista · CBD Cafe

✓

Details

Complete

✓

Documents

Complete

✓

Tax & bank

Complete

Approve & activate

Request changes

Tips

Get the most from digital onboarding

A few ways to make onboarding smooth for new hires and managers.

⏱

Send invites early

Send the onboarding invite as soon as the hire is confirmed. This gives new staff time to complete everything before their first shift — no paperwork on day one.

📋

Customise required docs

Configure which documents are required for each role. A bartender might need an RSA, while a chef needs a food safety cert. Tailor the checklist per position.

📱

Mobile-friendly forms

New hires can complete onboarding entirely from their phone. Encourage them to use their camera to photograph documents rather than scanning and uploading.

🔒

Secure by default

All personal data and documents are encrypted at rest. Only managers with the right permissions can view sensitive information like tax file numbers and bank details.

🔔

Follow up on incomplete

Rundeck sends automatic reminders to new hires who haven't completed their onboarding. Check the pending list regularly and send a personal nudge if needed.

📂

Keep records compliant

Onboarding records are stored and timestamped for compliance. If you're ever audited, you can pull up exactly when each document was submitted and approved.