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Pre-joining, onboarding tasks and the joining kit

From the accepted offer to the end of the first week. Each joiner gets a joining page without a login, a daily risk score and the joining kit to sign online. Medical checks run where a role needs one, every department gets its onboarding tasks, and each joiner gets a buddy and a first-week plan.
PLANSScale only
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Why it matters

An accepted offer is not a joiner. Between the offer and day one, people stay back for a counter-offer, take another job or stop answering. HR often finds out on the joining day. SmartMy HRMS checks each joiner every day: did they open their joining page, confirm the date, resign, sign the papers, answer your messages. Each missing step adds points, with the reason in words, so the recruiter knows whom to call this week. If someone backs out, the back-up candidates of the posting are on the same screen. For drivers, kitchen staff or guards, joining can also wait until a clinic certifies the person fit, while managers see only the fitness status.

The problem it solves

  • A candidate accepts, goes quiet for three weeks, and does not turn up on the joining day.
  • The appointment letter, PF Form 11 and nominations are printed, signed on day one and filed in a cupboard.
  • IT and admin hear about a new joiner on the morning they arrive, so the laptop and ID card come a week late.
  • A driver or a food handler starts work before anyone has checked the medical certificate.

How it works

  1. The candidate accepts the offer on its link. A joining record opens with a touch-point plan, and the candidate gets a joining page link by email, WhatsApp or SMS.
  2. On that page, without a login, the candidate confirms the date or asks for another. They report the resignation, sign the joining kit and see the medical check.
  3. Every day each joiner is scored On track, Needs a call (from 25 points) or At risk (from 50), with the reasons. Recruiters and managers do their touch-points.
  4. HR clicks Create Employee on the offer. Onboarding starts from the template that fits, and each owner (HR, the manager, IT, admin, the new joiner) gets their tasks with due dates.
  5. The day before joining, the new joiner gets the first-day details and the name of their buddy.
  6. In the first week the joiner, the buddy and the manager tick the first-week plan.

Everything it does

Joining watch

  • A joining record opens by itself when the offer is accepted; it cannot be made by hand
  • Points for what has not happened. Page not opened in 2 days (15). Date not confirmed (10, or 20 within 7 days of joining). No word of resigning 7 days after accepting (20). Also no answer for 3 days (15), no contact for 10 days (15) and overdue touch-points (5 each, 15 at most). Also joining over 60 days away (10) and joining date passed with no employee (40)
  • Also counted where used: the details form, verification consent, the kit and the medical check (unfit 40)
  • Score up to 100. Why lists the reasons with their points, and Going Well what was done. Only actions and dates count, nothing about who the person is
  • Joiners by Risk board, with the filters Joining in 2, 4 or 8 Weeks, At Risk, Needs a Call, Backed Out and My Joiners

Touch-points and joining date requests

  • Touch-point plans per Entity, department, designation or staff category; the most specific plan that fits is used
  • Standard plan ready: the manager's welcome call (21 days before), resignation check (18), team introduction (14). Then the message One week to go (7), first-day details (3) and the message See you tomorrow (1)
  • A to-do for the recruiter, manager, HR or named people is told on its day and every 3 days while open. A message goes to the candidate on its day
  • A joining date request from the candidate or a recruiter, once approved, moves the date on the offer (a new version, no new acceptance). It also moves the onboarding, the draft salary and the touch-points

Backing out

  • The candidate clicks I can no longer join on the page, or the recruiter records it
  • Eight reasons, from counter-offer and another offer to not relieved by the employer
  • The offer closes as Declined, open touch-points and requests close, and the back-up candidates of the posting are shown

Joining kit signed electronically

  • Ready-made documents: appointment letter, confidentiality agreement, code of conduct, declaration by the new joiner, PF Form 11, gratuity Form F nomination, ESIC declaration
  • The appointment letter comes from your letter template with the salary of the accepted offer; the India forms only for an Entity on India payroll
  • The candidate reads, fills the form (Form F nominee shares must add up to 100), ticks the agreement, types the name and draws a signature
  • Each signature keeps the time, the network address and a SHA-256 fingerprint of the version signed; a document changed after signing must be signed again
  • The company signs with the signatory's stored signature when HR approves, or the signatory signs on screen
  • Signed copies with a signature certificate go to Employee Documents; UAN, ESIC number and nominees go to the person record
  • A simple electronic signature with an audit trail, not Aadhaar eSign or a digital certificate

Medical fitness

  • Checks Needed per staff category, department or designation, with the tests, a usual clinic (address, map, hours, prices) and Check Again Every (months)
  • Results: Fit, Fit with restrictions, Temporarily unfit (with the next check date), Unfit, with the certificate and the cost
  • Until Fit: does not hold anything, the employee record waits, or joining waits (the default)
  • Go Ahead Anyway by a role you name, with the reason logged; nobody records or passes their own check
  • Managers and recruiters see the fitness status only; medical details only if you switch them on, every look logged
  • Reminder every 3 days; periodic re-checks open 14 days before they fall due; cost by clinic and month

Onboarding tasks and the pre-joining link

  • Templates by staff category, employment type, department and designation; the Entity's own before a shared one
  • Each task has a phase (Before joining, Day one, After joining) and a kind (Task, Document to collect, Policy to acknowledge). It also has an owner (HR, Manager, New joiner, Named people) and Due (days from joining)
  • Starts by itself from Create Employee on the offer, or with Start Onboarding on any employee
  • Welcome link without a login: upload documents (JPG, PNG or PDF up to 10 MB) and accept policies by typing the name. Confirm the joining date or ask for another
  • Owners get their tasks at the start, a reminder the day after a task is due, and HR administrators get the task 3 days after
  • Onboarding dashboard: joining soon, onboarding in progress, confirmations due, check-ins missed, onboarding by status, joiners by department

Buddy, first day and first week

  • A buddy from the same department is suggested; the manager confirms, asks for another or chooses
  • A buddy must have been with you 6 months, look after at most 2 new joiners (both settings) and not be leaving
  • First-day details: report at (9:00 to start with), the place, whom to meet, what to bring; sent the day before joining
  • A Standard first week comes ready, or plans per department and designation; a line can nominate the joiner for a training course

Who uses it

RecruiterWatches joiners by risk, calls and messages them, records date requests and back-outs, sends the kit.
HR officerCreates the employee, approves date requests, records medical results, follows onboarding and signs the kit for the Entity.
Hiring managerMakes the welcome call, confirms the buddy, does their onboarding tasks and runs the first week.
IT, admin and other task ownersGet their onboarding tasks with due dates and mark them done.
Candidate and new joinerUses the joining and onboarding pages without a login, signs the kit, then ticks the first week.
HR administratorSets plans, templates, kit documents, medical rules and clinics; gets escalated tasks.

Where you use it

  • Web: HRMS > Recruitment > Joiners (Joiners by Risk, Touch-points, Joining Date Requests, Joining Kits)
  • Web: HRMS > Onboarding (Dashboard, Onboarding, My Onboarding Tasks, New Joiners) and Onboarding > Configuration
  • Web: HRMS > Employees > Medical Fitness, My Joining Touch-points, Joining Documents to Sign, My First Week, My Buddy Checklist
  • Candidate pages: the joining page and the onboarding page, by link, without a login
  • The SmartMy HRMS app: joining tasks and My first week for the joiner, and touch-points and new joiners for managers. For HR: joiners by risk, the kit and signing for the Entity (built and in testing, not in the app stores yet)
  • Not in the app: set-up, and sending or recording a medical check (the app shows the fitness only)

What you control

Settings

  • Needs a Call From and At Risk From: 25 and 50 points
  • No Contact Counts After: 10 days; Joining Page Works After Joining: 15 days
  • Delete the details of people who did not join after n days: 0, never
  • Send the Joining Kit When an Offer Is Accepted: off; Drawn Signature Needed: on; Remind Every: 3 days
  • Keep Medical Details: off; Who Reads Medical Details: the roles you name
  • Buddy: with you at least 6 months; 2 new joiners at a time
  • First day: reporting time 9:00, the place and what to bring, per Entity

Approvals

  • Joining date request: one level by default, HR or a recruiter working on the joining record. It is never the person who recorded it. Add levels per Entity

Notifications

  • To the candidate by email, WhatsApp and SMS: Joining: Your Joining Page, Message to the Joiner, Date Request Answered. Joining Kit: Please Sign, Reminder, Sign Again. Medical Check: Please Go, Reminder. First Day: Details
  • Welcome to the New Joiner: by email and WhatsApp, with the onboarding link
  • To staff in the app, by email and as a phone notice: Joining: The Joiner Wrote, At Risk, Another Date Asked, Backed Out, Touch-point Due. Joining Kit: Signed, To Countersign
  • Also to staff: Medical Check: Certificate Received, Fitness Recorded, Re-check Due, Joining Held. Onboarding Tasks, Task Overdue, Task Escalated. Buddy: To Confirm, You Are the Buddy
  • All go out at once; a person can switch off a channel such as email, never the notice itself

Works with

SmartMy VMSThe gate gets a one-day pass for the new joiner on the first day, with the manager as host.

Questions

Does the candidate need a login before joining?

No. The joining page and the onboarding page open from a link sent by email, WhatsApp or SMS. Each page records the time and network address of what the candidate accepts or signs.

How is the joining risk worked out?

Each day the system adds points for steps not done, such as an unopened page, an unconfirmed date or no word of resigning. The reasons show in words. Only actions and dates count, nothing about the person.

Is the joining kit signature legally valid?

It is a simple electronic signature with an audit trail: typed name, drawn signature, time, network address and a fingerprint of the version signed. It is not Aadhaar eSign or a digital certificate signature. The PF and ESIC forms are filled copies for your records; nothing is filed with the government.

Can we stop someone joining before the medical check?

Yes. Set Until Fit on the rule to hold the employee record or the joining. A role you name can let someone through with a reason, and that is logged.

Which plan has this?

Scale. The probation stage and Confirm Now on the employee are in every plan.

Related features

RECRUITMENTOffers, negotiation, pay bands and joining bonusMake the offer from a salary template with the full breakup, check it against the pay band and peers, and get it approved. The candidate accepts on a link. Every version and counter-offer is kept, a joining bonus is paid and clawed back through payroll, and the employee is made from the accepted offer.RECRUITMENTCandidate forms and background verificationThe candidate fills in their own details once on a link, and HR checks them against the documents. Background checks run with signed consent, by your own staff or an agency. Joining can wait until the checks are clear.JOINING AND PROBATIONProbation, confirmation and new joiner check-insA probation review opens for the manager 30 days before probation ends, with attendance during probation already filled in. HR approves confirmation, an extension up to your policy limit or no confirmation, and the letter goes out. Short check-ins at 30, 60 and 90 days show who is unhappy before they leave.LETTERS, CARDS, DOCUMENTS, ASSETSEmployee documents, letters and ID cardsKeep each employee's documents with scans and a reminder 30 days before one expires, and track the original certificates you hold and lend back. Issue letters from templates with a QR code anyone can check, and print ID cards with a re-issue charge taken through payroll.SELF-SERVICE AND APPPhone app for employees, managers and HROne SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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