Pre-Boarding Paperwork Collector: New Hires Ready on Day One

The problem this kills

Every new hire starts the same way: a flurry of emails. HR sends a tax form, a direct-deposit form, a copy of the handbook to sign, and a request for a photo of their ID. The new hire fills out half of it, forgets the rest, emails back a blurry phone photo, mistypes a routing number, and skips the page that needed a signature. HR re-keys it into payroll under deadline, and the sensitive PDFs — Social Security numbers, bank accounts, government IDs — end up sitting in a shared drive that half the company can technically open.

It's slow, it's error-prone, and it's a real privacy risk. The cost of getting it wrong is a new employee who can't get paid on time, a withholding mistake that has to be unwound, or a pile of unencrypted PII you'd hate to explain to an auditor. You don't need to live like this, and you don't need to be a developer to fix it.

What you'll build

A secure pre-boarding portal. You invite a new hire by email; they get a private link to a checklist tailored to their role and jurisdiction. They complete the structured forms (tax withholding, direct deposit, emergency contact) and upload the documents you require (government ID for work eligibility, signed policies, certifications). Everything lands in encrypted Storage, not an inbox. The portal validates as they go — a routing number that fails its checksum, a bank account that doesn't match its confirmation field, a policy that wasn't actually signed — and won't let a half-finished packet through. HR then opens a review screen, checks each item for completeness and validity, and either returns it with a note or clicks Approve. Only on approval does the tool finalize the record and produce a clean new-hire CSV in the exact columns your payroll/HRIS expects, with sensitive fields handled per your rules.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — which forms and documents you require for which roles and jurisdictions, exactly what your payroll/HRIS import columns are named, how you currently handle Social Security numbers and bank details, your typical and peak hiring volumes, who has to sign off, and your messy edge cases (rehires, contractors converting to employees, minors, multi-state hires) — and then it tailors the checklist, the data model, the validations, and every later step to your answers. This is not a generic template; the agent reads a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the secure invite flow, the new-hire forms, the document uploads to encrypted Storage, the HR review-and-approve screen, and the payroll/HRIS export — each step with a ready-to-copy prompt. There's also a fallback so you can build and run the whole thing today even with no API into your HRIS.

The governance it includes (this is the point)

This is sensitive HR tooling, so it ships with the controls a people team needs: login so only your HR team can use the review side, row-level security so a reviewer only ever sees their own organization's hires, encrypted file Storage with least-privilege access so PII isn't exposed, a complete audit trail of who reviewed, returned, and approved each packet and when, a hard human-approval gate so nothing is finalized or exported to payroll until an HR reviewer signs off, and duplicate guards keyed on employee email + start date so the same hire can't be processed twice. Sensitive fields like SSNs are masked in the interface wherever possible and handled per the rules you set in the interview. This tool collects and routes; a person verifies — it is not legal or tax advice.

Who it's for

HR coordinators and onboarding specialists who chase new hires for paperwork over email and store sensitive PDFs in shared drives. If you can describe what a new hire needs to complete before day one, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll see your first secure new-hire packet take shape the same afternoon.