Eligibility & identity
- Right-to-work evidence (passport, visa, share code)
- Photo ID
- Proof of address
- Qualifications / certifications where required
HR & people
Collect every new-hire document before day one
A new starter needs to return the same pack every time: right-to-work evidence, ID, a signed contract, bank details, emergency contacts and tax forms. ClientLoop sends each hire a secure checklist, reminds them, and shows HR exactly who's ready to start.
The problem
New-hire paperwork lands in HR's inbox in pieces
Between an offer accepted and a first day, HR has to collect a stack of documents from someone who doesn't have a company login yet. So it happens over personal email: send the contract, wait for the signed copy, ask for right-to-work evidence, request bank and tax details, remind them about the emergency contact form. For a company hiring steadily, someone is always mid-onboarding and something is always missing on the Friday before a Monday start.
It's also sensitive. ID, right-to-work documents and bank details shouldn't be floating around in email attachments, and HR shouldn't be manually tracking who has returned what across a dozen threads.
The workflow
How the collection process runs
Set it up once, then run the same collection flow for every client.
- 01Build your new-starter pack
Create a Template with every item a new hire must return — signed contract, right-to-work evidence, ID, bank details, tax form, emergency contact.
- 02Send it when the offer is accepted
The new starter gets a secure, branded workspace with a clear checklist, before they have any internal systems access.
- 03They complete it before day one
The hire uploads documents and fills in short forms from their own device, at their own pace, ahead of starting.
- 04Reminders keep starts on track
Automatic reminders chase outstanding items so nothing is missing on the first morning.
- 05Review and mark ready to start
HR checks right-to-work and signed documents, approves, and hands a complete file to payroll and IT.
What you collect
Documents commonly collected
Contract & policies
- Signed employment contract
- Signed policy acknowledgements
- References / previous employer details
- DBS / background check consent where relevant
Payroll & personal
- Bank details for payroll
- P45 or starter checklist
- National Insurance number
- Emergency contact details
The solution
How ClientLoop helps
One pack for every new hire
Save your new-starter checklist as a Template and send the whole pack in a click each time someone accepts an offer.
Right-to-work in a secure flow
Collect right-to-work evidence and ID in an encrypted workspace instead of asking people to email photos of their passport.
Forms and uploads together
Bank details and emergency contacts are forms; the signed contract and ID are uploads. ClientLoop handles both in one place.
See who’s ready to start
The dashboard shows which starters are complete and which are still missing items before their first day.
Reminders so nothing’s missing on day one
Automatic reminders chase incomplete packs, so HR isn’t scrambling on the Friday before a Monday start.
Trigger from your HR system or ATS
When a candidate moves to “hired”, the onboarding pack can be sent automatically via the API.
Automation
Automation examples
Connect ClientLoop to the tools you already use via the API, webhooks, Zapier or n8n.
Candidate hired → pack sent
When your ATS or HR system marks a candidate as hired, call the ClientLoop API to send the new-starter Template automatically.
Pack complete → notify HR and IT
A webhook fires when a starter finishes, so HR is notified and IT can begin provisioning accounts.
Completion → hand off to payroll
Use Zapier or n8n to push the new starter’s details into your payroll or HR tool once their pack is complete.
Example workflow
From offer accepted to a day-one-ready new starter
Candidate hiredIn your ATS / HR tool
Starter pack sentContract, RTW, forms
Workspace openedSecure invite link
Documents returnedSigned + uploaded
Reviewed & approvedRight-to-work checked
Ready for day oneHanded to payroll & IT
Have every new hire’s paperwork done before their first day
Send each new starter one secure checklist for contracts, right-to-work, bank and tax details — and let ClientLoop chase the gaps so HR isn’t collecting documents on day one.
FAQ
Common questions
Can new starters complete this before they have a company login?
Yes. Each hire gets a secure workspace via an invite link, so they can return everything before they have any internal systems access.
Is it safe for right-to-work documents and bank details?
Yes. Documents are encrypted in transit and at rest, and each new starter can only see their own workspace via a scoped, time-limited link — not an open email inbox.
Can I collect signed contracts and forms in the same pack?
Yes. The signed contract and ID are uploads, while bank and emergency-contact details are forms — ClientLoop collects both in one workspace.
Can the pack be sent automatically when we hire someone?
Yes. When your ATS or HR system marks a candidate as hired, it can call the ClientLoop API to trigger the new-starter Template automatically.
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