Why this workflow matters
Stop treating document collection like an inbox problem.
New-hire paperwork tends to arrive in different formats, at different times and in different inboxes. That creates a poor experience for the employee and leaves HR unsure whether onboarding is genuinely complete.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Personal and emergency contact details
- 02Tax, superannuation and banking information
- 03Right-to-work or qualification evidence
- 04Signed employment documents
- 05Policy acknowledgements and equipment confirmations
Four steps
A practical collection workflow
Create a role-appropriate checklist
Separate the universal employment documents from role-specific licences, qualifications or system-access forms.
Send when the offer is accepted
Give the new hire enough time before commencement, with a date that makes the priority clear.
Use clear labels for sensitive information
Explain why information is needed and use purpose-specific fields rather than asking for everything by email.
Hand over a complete record
Once submitted, make the portal output the starting point for payroll, IT and manager handoffs.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can FileReq collect HR forms and documents in the same request?
Yes. Combine upload fields with text answers, date fields and confirmations in one private portal.
Can a new employee use the portal without an account?
Yes. The employee completes the request through their private link without creating a FileReq account.