How to set up a paperless onboarding system

Are you still mailing, scanning, and filing documents for new employees? Paperless onboarding is a faster, more secure alternative. A reliable system stores all documents digitally in a centralized location, simplifying retrieval and safeguarding sensitive information.

Natalie Morgan, HR Director at CareerPlug, emphasizes, “Most businesses can comfortably switch to paperless, and this year is proving that.” With the shift to remote work, now is an ideal time to fully digitize your onboarding processes.

If you’re considering moving to paperless onboarding, this guide provides clear steps to help you get started.

What is paperless onboarding?

Paperless onboarding is the process of integrating new employees into a company using digital tools and platforms instead of traditional paper documents. It combines e-signature tools, form builders, and secure document storage into a single digital workflow. Common digital documents include:

• Form W-4, Employee’s Withholding Certificate

• Form I-9, Employment Eligibility Verification

• Employment contract

• Confidentiality and non-compete agreements

• Benefits agreements, including paid time off and health insurance
• Employee personal information and emergency contact details

• Employee IT and equipment needs request form

• Access requirements (e.g., for databases or email inboxes)
• Payroll details
• Registration for building and facilities access

Select a tool capable of creating, distributing, and securely storing digital documents and signatures. Platforms like Jotform provide customizable onboarding templates or allow you to create forms from scratch.

New hires simply access documents via a link, complete them digitally, and submit through an online portal.

3 tips for implementing your paperless onboarding

1. Digitize all onboarding documents

“What I would suggest for people starting to do these things in a paperless way would be to go all-in,” says Morgan.

For example, don’t have your Form I-9 as an online submission and your W-4 as a paper document. For a new employee, Morgan points out, it would be a confusing experience to complete half their forms online and then have a binder full of other paperwork to fill out and bring in.

Moving everything to an online format will also make it easier for business owners and HR managers to find specific documents if they’re all recorded in a single place online, rather than going back and forth between online and paper documents.

2. Ensure Form I-9 compliance

Every employer in the United States needs to complete a Form I-9 for each employee. To process this form in a paperless way, “It’s important to understand the instructions and make sure you’re still compliant with how you’re filling the form out,” Morgan says.

Although you can complete the Form I-9 online, you still have to physically inspect each employee’s identity and eligibility paperwork. Because of the COVID-19 pandemic, the government is temporarily allowing employers to examine these documents through virtual methods — for example, the employee might hold them up to their webcam or scan them in. However, this isn’t a permanent change, and you will have to re-examine those documents in person once normal operations resume.

3. Prioritize cultural onboarding

Effective onboarding goes beyond paperwork. To help new hires integrate:

• Share digital copies of company handbooks and directories.
• Distribute online “get-to-know-you” questionnaires.
• Schedule intentional virtual meetings between new employees and their teams.
•  Set up 15-minute video calls between new employees and everyone in their department

Remote setups, in particular, benefit from structured, intentional interactions rather than relying on informal office interactions.

The benefits of going paperless

Switching to digital onboarding may take an initial setup effort, but it delivers long-term gains:

• Faster processes: No printing, scanning, or mailing delays
• Secure data: Centralized digital storage with access control
• Compliance confidence: Ensure all forms are complete and up to date
• Improved experience: Employees can onboard from anywhere, anytime

As Morgan puts it, “It’s easier than you think—and in the long run, it saves time and reduces stress for everyone involved.”