Starting a new job is exciting, and then the paperwork arrives. Onboarding usually means a dozen or more forms in an HR portal, often in your first days when you are trying to learn everything else. The good news is that almost all of them ask for the same core information, which makes them ideal for preparation and automation.
What onboarding forms usually ask for
- Personal details: legal name, preferred name, date of birth, nationality, and address.
- Contact details, plus one or two emergency contacts with their relationship and phone numbers.
- Tax and social security registration, which varies by country.
- Bank details for payroll.
- Identity and right-to-work verification, often with a document upload.
- Benefits enrolment, such as health insurance or a pension, with dependants' details.
- Policy acknowledgements: code of conduct, IT and data protection, health and safety.
- Practical items: equipment requests, uniform sizes, dietary needs, and photo for an ID badge.
Prepare an onboarding pack
- Collect scans or clear photos of your ID, proof of address, and any certificates the employer asked for, named clearly.
- Confirm your emergency contacts' current phone numbers and that they are happy to be listed.
- Have your tax and social security numbers and bank details ready, but plan to type them by hand.
- Note dependants' full names and dates of birth if you will enrol them in benefits.
What to automate, and what to type
Let a form filler handle the repetitive identity and contact fields that appear on form after form. Keep the highest-risk numbers manual. With Aullevo, the Government and Financial profiles cover most onboarding fields, documents can be attached to upload fields by label, and any field can be marked SENSITIVE so it is never sent to an AI provider.
Tip: Policy acknowledgements are legal agreements. Read them, even quickly, before ticking the box. Automation should never tick an acknowledgement for you.
For HR teams
- Ask for each piece of information once and reuse it across your systems instead of repeating it in every form.
- Send forms before the first day so new hires are not overwhelmed in week one.
- Use clear, standard field labels such as "First name" and "Phone number". They are easier for people, browsers, and accessibility tools.
- Avoid asking for sensitive data by email. Use your HR system's secure forms.