In this video Matt Vaadi demonstrates the employee‑side experience of a new‑hire onboarding flow delivered through the Guru platform. After a manager initiates onboarding, the new hire receives a branded welcome email containing a link to begin account setup. The employee first reviews and electronically signs the offer letter or employment agreement, which unlocks the rest of the process. The system then guides the employee through a step‑by‑step, shopping‑cart‑style workflow where they enter emergency contact details, bank account information, and tax data, including both federal 2020/2021 W‑4 forms and state‑specific W‑4s (e.g., South Carolina). Custom employer tasks appear, such as reviewing and acknowledging the employee handbook, with due‑date indicators. The employee also completes I‑9 verification, choosing either to upload eligibility documents or present them in person, while the employer retains responsibility to review the documents. All entered data is automatically routed to the organization’s payroll and HR systems, eliminating the need for manual data entry and document storage. The video emphasizes the speed, simplicity, and compliance benefits of the digital onboarding experience.
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In this video, I'm going to show you what a new hire sees after they receive the employee onboarding email. So after the admin or the manager completes the new hire onboarding process from the Guru admin panel, the new hire will receive an email that outlines welcome to their company. It will have their company name and logo inside the email. When they click on the link, they'll be brought here to begin their new employee account setup process. They'll agree to the terms of service and the ability to e-sign their information, and they'll be off and running. The first thing they'll do before they're allowed in any further is to sign the offer letter or the employment agreement, and after they agree and electronically sign, they'll be allowed to enter the system and start completing some of their other information. This process is very straightforward, and employees are guided through a step-by-step process, a lot like an Amazon shopping cart. Once they get going, they'll be able to complete the information as necessary, and as they're doing this, they're actually doing you a great favor in that they're stopping you from having to enter this information on their behalf into your payroll and HR systems. They're also guided through the process step by step, and it makes it very simple for them to get their information in. And what we actually find is that many accounts— many of our clients, rather— they don't have to keep most of the documents from their new hire process because most of that information is gathered here. Things like emergency contact, And things like bank information and tax information are all spoken for right here inside the onboarding system. We've been completing the new 2021 and 2020 W-4, and as complicated as that form became, and even in this particular example, many of the states are represented as well. So now I'm filling out my South Carolina W-4 at the same time. So I can easily e-sign and continue moving, and I can even complete custom tasks that my employer has set up for me. The first one is to review and sign the handbook, and it's important to note that this handbook is something where they're signing the acknowledgement page on the front. And any of these additional tasks that aren't due today— so today's date is 4/23, so you'll notice these aren't due today— so it's going to allow me to continue working through even though I did not complete the rest of these tasks. I'm entering in my bank account information, which can then be sent over to your payroll system. And I can even complete my I-9. Be careful, if you blink, you'll miss it. The employee is then given the option to either provide their eligibility documents in person or upload them here. By uploading, they're still not bypassing your responsibility as an employer to view their documents, so you still will have that. But as you can see, it just takes a couple of minutes for an employee to complete their onboarding. And be welcomed into their dashboard. That is all for the employee onboarding from the employee side. Thanks and have an awesome day.
