New hire document collection for HR teams
DocAsker handles new hire document collection for HR teams. Each new hire gets one secure link with a checklist for photo ID, right-to-work documents, tax forms, bank details, certificates and a signed employment contract. Every upload is checked by AI as it arrives, so an expired ID or an unsigned contract goes back to the new hire before their first day.
Why new hire document collection runs late
Day one without the paperwork
Offers are accepted weeks ahead, but documents arrive on the morning of the first day, if at all. Payroll, system access and badges wait on files that should have come in earlier.
Expired right-to-work documents
An expired passport or a permit with the wrong dates can push back a start date. Catching it the week before is far easier than finding it on day one.
Sensitive files in email
IDs, bank details and tax numbers end up as inbox attachments and in shared drives with broad access. Keeping track of where they are, and deleting them later, gets hard.
What DocAsker checks before a new hire starts
ID and permit expiry
DocAsker reads the expiry date on passports, ID cards and residence permits. Your new hire sees: "This residence permit expired on August 31, 2026. Please upload your current permit or contact HR."
A signed contract
Signature fields are checked on every upload. Your new hire sees: "The employee signature on page 6 is missing. Please sign the contract and upload all pages again."
Readable photos
Phone photos of IDs are checked for blur, glare and cut-off edges. Your new hire sees: "This photo is too blurry to read the document number. Hold the phone steady and take it again."
The document you asked for
DocAsker confirms each file matches the item. Your new hire sees: "This looks like a payslip from a previous employer. Please upload a bank letter or statement showing your account details for payroll."
What documents does HR need from a new hire?
New hire document checklist- Passport or national ID card
- Visa or residence permit, where needed
- Signed employment contract
- Tax forms
- Bank details for payroll
- Proof of social security or tax number
- Degree and professional certificates
- Signed confidentiality agreement
- Signed policy acknowledgments
- Emergency contact form
- Driver's license for driving roles
- Photo for the ID badge
How HR teams use DocAsker for onboarding
1Set up a new hire checklist
Start from the new hire document checklist and adjust it by role and location. Right-to-work and tax requirements vary by country, so confirm the current list with your employment counsel before you send.
2Send the link when the offer is accepted
Send one link as soon as the offer is signed. The new hire uploads from a phone or computer without an account, and can return to the same link to finish.
3Let the checks and reminders run
Expired IDs, unsigned pages and blurry photos go back with a reason. Reminders go out by email, or by SMS on Pro and Firm, list only what is missing, and stop when everything is in.
4File the documents and control access
Accepted files are renamed and filed to your workspace or connected cloud folder. On the Firm plan you can set team seats and permissions, and on every plan you decide how long files are kept.
Frequently asked questions
Do new hires need an account to upload their documents?
No. New hires open the link on any phone or computer and upload without an account, password or app. They can photograph an ID with the phone camera, and come back to the same link to finish later.
How are new hire documents kept secure?
Files are encrypted in transit and at rest and stored in your DocAsker workspace, or filed to Google Drive, Dropbox or OneDrive on Pro and Firm. Every upload, check and download is logged, and you can delete a request and its files at any time. A data processing agreement is available on request.
Does DocAsker carry out the right-to-work check?
No. DocAsker checks that each document is the one requested, readable, in date and complete. The right-to-work check itself stays with your HR team, and rules vary by country, including whether original documents must be seen in person.
Can we collect documents before the start date?
Yes. Send the link as soon as the offer is accepted, and reminders follow up on the schedule you set until every item is accepted. Your team can see what is still missing for each new hire.
Can new hires sign their contract in DocAsker?
No. DocAsker does not provide e-signatures. The new hire signs the contract on paper or in your e-signature tool and uploads it, and DocAsker checks that the signature field is filled in and every page is there.
Other industries
Send your first request in a few minutes
Start from the checklist for your industry, add your client’s email and let DocAsker check every upload and send the reminders. Free for 14 days, no card required.