Get your people and paperwork first-day ready

Employee onboarding with modern software typically takes 10–15 minutes when the platform is mobile-first like Workstream. New hires can complete I-9 forms, W-4 forms, direct deposit authorization, and handbook acknowledgments directly from their phone without visiting an office or printing documents. Firehouse Subs locations using Workstream have reported 5x faster onboarding compared to their previous process, allowing employees to be hired, onboarded, and ready for their first shift on the same day.

Onboarding software like Workstream collects required hiring forms such as the I-9, federal W-4, state withholding forms, direct deposit authorisation forms, and company-specific documents like handbooks, policy acknowledgments, and NDAs. Workstream automatically applies the correct state-specific forms based on the employee’s work location, including notices required in states like California and New York, without requiring manual HR intervention.

Employee onboarding software typically costs $3–$8 per employee per month as a standalone module. In Workstream, onboarding is included within the broader HR platform alongside hiring, HR records, and payroll. Many operators save more by eliminating the manual data entry between onboarding, time tracking, and payroll systems that disconnected tools usually require for every new hire.

Workstream’s mobile onboarding software is compliant with I-9 requirements. Workstream ensures compliance by tracking that both sections of the form are completed correctly. Employees complete Section 1 on their phone, which is legally valid under federal law. Employers or authorised representatives complete Section 2 either in person or through approved remote verification methods. Workstream guides both parties through the I-9 process and flags missing or incomplete fields before the I-9 can be closed, helping operators avoid incomplete records during ICE audits.

Workstream’s onboarding software supports E-Verify by automatically submitting I-9 data for enrolled businesses and tracking case results inside the HR system. Workstream surfaces E-Verify case statuses directly in the HR dashboard so HR teams do not need to manually log into the E-Verify portal after every hire. E-Verify is federally required for federal contractors and mandated by state law in Florida, Tennessee, Alabama, Georgia, North Carolina, and several other states.

Workstream allows different locations to run different onboarding flows through configurable onboarding templates. Workstream allows onboarding workflows to be customized by location, state, brand, or role. This is important for franchise operators managing multiple brands, corporate-owned locations, franchisee-owned locations, or employees across multiple states with different withholding forms and labor notice requirements.

With Workstream, onboarding documents are stored inside the employee’s HR record after the employee starts work. Records are retained according to federal retention requirements, including FLSA payroll record rules, I-9 retention rules, and IRS tax record requirements. Workstream allows HR teams to quickly retrieve onboarding packets for current or former employees during audits, DOL investigations, or employment disputes that require historical documentation.