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Payroll runs cleanly, and HR is no longer a tedious grind. It simplified how we work, letting us focus more on our people. A real shift for our entire team.
HR Suite · Onboarding
Employee onboarding software that has new hires ready before day one
Workzoom onboarding lets new hires complete paperwork, upload documents, and finish compliance training before their first day. Automated checklists assign tasks to HR, IT, managers, and the new hire with deadlines and reminders.
See employee onboarding software in 15 minutes with a working session shaped to your org.
25+
Years in production2
100%
In-house support, never farmed out14
$4
per employee / month / suite3 · CAD in Canada · USD elsewhere
AThe short answer
Workzoom employee onboarding software digitizes the paperwork, digital form capture, and compliance tasks a new hire completes before their first day. New hires complete forms, e-signature documents, set up direct deposit, provide bank details collection, and finish company policy acknowledgement online, while automated checklists assign actions to HR, IT, and the manager at once. Because this onboarding software is built into the HRIS with employee self service and an onboarding checklist, a completed record becomes a live employee profile, collecting W-4 and I-9 data with no paper forms. County of Renfrew onboarded 32 new hires in 3 months with zero paper, across an organization in the 50 to 5,000 employee range Workzoom serves.
Live on Workzoom right now. North America and the Caribbean.
The real problem
03 pain points
Where onboarding breaks down today
The paperwork stack delays productivity and sets a slow first impression. HR runs the first week as a data entry operation rather than a welcome.
The Workzoom answer
Workzoom Onboarding lets new hires complete paperwork, upload documents, and finish compliance training before day one. They arrive ready to work.
HR Suite
New hires are ready before day one, with no paperwork stack.
Every Workzoom suite runs on one employee record, so onboarding stays current with payroll, HR, workforce, and talent without an export or an integration to maintain.
Benefits
Why Onboarding?
Day One Without the Paperwork Stack
When new hires complete all forms and documents before their first day through self-service, they arrive ready to work. HR stops spending the first week as a data entry team and starts doing actual onboarding.
Consistent Compliance Across Every Location
Configurable checklists by role, department, and location ensure that every new hire completes exactly the right documents regardless of where they work. Expiry alerts prevent compliance gaps from appearing weeks later during an audit.
Zero Re-Entry from Offer to First Paycheck
Because onboarding and payroll share one database in Workzoom, every document and detail collected before day one is already in payroll when the first run executes. No manual transfer, no separate setup, no risk of a missed first paycheck.
How it works
How employee onboarding software runs in production.
01
PRE-DAY-ONE PAPERWORK
New hires complete all paperwork before their first day
Workzoom activates a digital onboarding portal the moment a candidate accepts their offer. New hires complete government forms, upload documents, provide banking details, and review company policies before their first morning, so day one starts with work, not paperwork.
- Digital portal activates automatically when a candidate accepts an offer
- Collect W-4s, TD1s, NIB forms, and other government documents with e-signature
- Capture banking details, emergency contacts, and benefit selections in self-service
- No paper, no chasing signatures, no first-day admin bottleneck
02
ROLE-BASED CHECKLISTS
Configurable checklists cover every role, location, and department
Workzoom evaluates onboarding steps against role, department, work site, and employee group. A nurse and a billing clerk at the same hospital get different onboarding flows from one template. Nothing falls through the cracks because every task has an owner and a deadline.
- One workflow template produces many onboarding paths through rule evaluation
- Assign tasks across HR, IT, hiring managers, and the new hire
- Automated reminders and approval gates before advancing to the next stage
- Real-time completion tracking for every task across every new hire
03
DOCUMENT AUTO-FILING
Every onboarding document auto-files to the permanent employee record
Workzoom files every document collected during onboarding to the employee's permanent record in Personnel as the task completes. Background checks, work permits, and certifications are tracked and stored together, not scattered across locations in filing cabinets.
- Documents auto-file to the permanent record in Personnel with date-effective history
- Track background checks, work permits, and certifications with expiry alerts
- Deliver safety training and compliance courses through the Learning module before day one
- Island Luck uses this across 60+ locations in the Bahamas
04
PAYROLL READINESS
Tax forms and banking details reach payroll without re-entry
Workzoom connects onboarding and payroll through one shared database. Tax forms, banking details, and compensation rates collected during onboarding are already in the record when payroll runs for the first time, so the first pay run works without a separate setup step.
- Same database as payroll: no export, no middleware, no second data entry
- First pay run ready the moment onboarding completes
- County of Renfrew onboarded 32 employees in 3 months using this workflow
- Silvera for Seniors automated onboarding across 36 buildings
05
COMPLIANCE TRACKING
Track compliance documents with expiry alerts across every location
Workzoom tracks which compliance documents are required by role and jurisdiction with expiry date alerts that flag upcoming lapses before they create audit problems. Island Luck runs consistent onboarding compliance across 60+ locations in the Bahamas using this capability.
- Configurable compliance document requirements by country, province, and role
- Expiry date alerts for work permits, certifications, and background checks
- Safety training assigned and tracked through the Learning module before day one
- Audit-ready documentation stored in the permanent employee record
06
REGION-AWARE TAX FORMS
New hires get the right statutory forms for where they work
Workzoom filters which new-hire forms appear by the employee's work location, so they only see the ones that apply to them. Out of the box that covers Canadian TD1 and provincial TD1 forms and the US W-4. Forms for other jurisdictions are configured during implementation and filtered the same way.
- Canada: federal and provincial TD1, pre-populated with known data
- United States: W-4 served automatically at the tax forms step
- Bahamas: NIB documentation collected and stored on the employee record during onboarding
- Other jurisdictions: statutory document requirements configured during implementation and filtered by work location
06Customer stories
Proof, not slideware.
Teams running Workzoom onboarding on real payroll, real schedules, real headcount. View all case studies
Before Workzoom, we were buried in spreadsheets. Now HR is so much simpler. We spend less time on admin and more time supporting our staff and residents every single day.
What mattered most was choosing a solution built for businesses like ours. Workzoom delivered everything we needed, from payroll to facial recognition clocks, and worked with us every step.
32
case study: hires onboarded in three months, zero paper
We would not be able to hire the way we do with the same resources. It has kept our headcount consistent without growing it, saving us time and money every single cycle.
200+
case study: employees across multiple entities, one record
Workzoom completely transformed our payroll process in just one month. So easy to audit, validate, and make corrections, even at the last minute. The support we received was incredible.
Moving to Workzoom was the right move. It gave our dynamic report and payment structures the flexibility we needed, at the right price.
Switching to Workzoom made managing payroll and timekeeping so much easier. We processed our first payroll faster than we expected and now feel far more confident in everything we do.
07Keep exploring
More from the HR Suite.
Pair Onboarding with the rest of the HR Suite. One employee record, nothing to integrate or maintain.
HR Administration
Workzoom HR Administration runs the full employee lifecycle on one date-effective record. Application, offer, onboarding, role changes, leaves, and termination flow through the same system that runs payroll and scheduling. No re-keying between tools, no spreadsheet bridges, no integration middleware to maintain.
Personnel
One employee record that drives HR, payroll, scheduling, and talent. Every change is kept with its real effective date, never overwritten.
Recruiting
A branded careers page captures applications, resume parsing pulls applicant details for recruiter review, knock-out questions screen out ineligible applicants, and accepted offers flow directly into onboarding with zero re-entry.
Workzoom is $4 USD per suite per employee per month, or $16 all-in for the full platform. No setup fees, no long-term contract. See pricing.
08Frequently asked
What teams ask before turning on Onboarding.
Specifics on how Workzoom onboarding works, what it costs, and how it connects to the rest of the platform.
Workzoom's onboarding module automates the process of bringing new hires into an organization, handling digital document collection, task assignment, compliance tracking, and training delivery so new employees can complete paperwork before their first day. Unlike standalone tools, Workzoom connects onboarding to recruiting, HR records, payroll, and learning in one database.
Workzoom activates a self-service portal automatically when a candidate accepts an offer in recruiting. The new hire completes tax forms, uploads identification documents, adds banking details, signs company policies, and begins compliance training from their own device before day one. Everything they submit is stored directly on their permanent employee record.
Workzoom gives new hires access to a self-service portal as soon as their offer is accepted. They complete tax forms, upload identification, add direct deposit details, sign policy acknowledgements, and begin compliance training from any device before day one. The County of Renfrew used this to onboard 32 employees in 3 months with safety training completed before anyone set foot on site.
Workzoom's onboarding and payroll share the same database. Tax forms, banking details, and compensation rates collected during onboarding are written directly to the employee record that payroll reads from. There is no export and no separate payroll setup step for new hires. The first pay run works because the data is already there.
Workzoom's onboarding checklists are configurable by country, province, department, and role. Common items include government tax forms such as W-4, TD1, or NIB, identification documents, work permits, background checks, police certificates, signed employment agreements, policy acknowledgements, benefit elections, emergency contacts, and safety certifications.
Workzoom configures onboarding checklists by department, location, role, and country so the right documents and tasks apply to each hire automatically. Island Luck uses this to run consistent onboarding across 60+ locations in the Bahamas, each with different compliance requirements. Silvera for Seniors automated onboarding across 36 buildings with the same approach.
Workzoom pre-day-one paperwork typically takes 1 to 3 days for the new hire to complete through self-service. The County of Renfrew used this workflow to onboard 32 employees in 3 months with safety training completed before anyone set foot on site.
Workzoom manages onboarding as part of the same system that holds employee records, processes payroll, tracks time, and manages performance. Candidate data from recruiting flows in automatically, onboarding documents auto-file to the permanent employee record, and tax forms reach payroll without re-entry. The practical difference is one system instead of three, one vendor, and zero duplicate data entry from hire to first pay run.
Get started
See Onboarding in action.
Book a 30-minute walkthrough. No sales pressure, just the live product on your own data.
Live product, configured to your industry and headcount
Straight answers on pricing, timing, and fit
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