New Hire Onboarding & Document Storage

With New Hire Onboarding and Document Storage features, you can create an onboarding packet for new hires and send it to them to complete to be ready to work on their first day. You also have the ability to upload employee documents directly into their profiles for easy storage and better tracking.

Homebase supports New Hire Onboarding packets for both W2 Employees and 1099 Contractors.

Note: These features are currently available to customers in the United States and require the All-In-One plan or a subscription to homebase payroll.
Note: Customers with an active Homebase Payroll subscription also receive access to New Hire Onboarding and Document Storage at no additional cost. A Core/All-In-One plan upgrade is not required if Homebase Payroll is active.

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Team Permissions and Sensitive Information

To protect sensitive employee information and keep documents secure, only Managers and GMs can create, edit, and send out New Hire Onboarding packets to team members and view stored documents.

Note: For more info on setting up Team Permissions, see here.

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Setting Up New Hire Onboarding

Note: In order to automatically attach Government Documents, you will need to enter in your Employer information. This includes: Employer Identification Number (EIN), Location Name, Business Location, City, State/Province, and Zip/Postal Code.

1. After signing into Homebase on the web, click HR > New Hire Onboarding on the left side of your screen.
2. (If not setup already) Click Setup New Hire Onboarding.
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3. Select to edit your Employee or Contractor packets at the top of the page.
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New Hire Onboarding Document Breakdown

Note: A Document that is Required means that it will always be included in the New Hire Onboarding packet. Documents marked as Not Required means they are optional to send depending on the needs of your business.

Section	Document	Summary
Personal (Employees & Contractors)	Personal Info Collection (Required)	Collects your employee's full name, home address, phone number, email address, SSN, and emergency contact This information is required to be entered by all employees/contractors who fill out a New Hire Onboarding packet.
Personal (Employees & Contractors)	Team Introductions (Required)	Invites new employees to send a message through Homebase to introduce themselves to the team. This information is required to be entered by all employees/contractors who fill out a New Hire Onboarding packet.
Personal (Employees & Contractors)	Direct Deposit Form (Not Required)	Collects your employee's bank routing number, account number, and bank account type.
Government (Employees)	W-4 Federal Tax Form (Not Required)	Collects employees tax information to determine how much money to withhold from their paycheck for federal taxes
Government (Contractors)	W-9 Contractor Tax Form	Form W-9 is an IRS form to gather information for a contractor so their taxes can be collected year end.
Government (Employees)	I-9 Employment Eligibility (Not Required)	Collects employee work status information to verify their identity and legal authorization to work in the United States
Government (Employees & Contractors)	State Tax Forms (Not Required)	Collects employee tax information to determine how much money to withhold from their paycheck for state taxes
Custom Documents (Employees & Contractors)	--	Custom Documents are forms uploaded by a Manager, GM, or Owner. They can be either signed or acknowledged by employees or contractors and include the ability to add fully fillable fields.

Creating a Custom Document

To create a Custom Document:

1. Click HR > Documents on the left menu. Then click Add Document.
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2. Upload a .PDF and click Start editing when it states your Document is ready.
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3. Name your document, choose if it needs to be filled out or acknowledged.
   1. For the filling out fields option, choose which type of text is needed to be filled out by employees/contractors by dragging and dropping them onto the .PDF where necessary. 
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   2. By selecting Acknowledge Only, employees will check a box acknowledging they've received and reviewed this document.
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4. Click Save Changes when finished.

Note: When a custom document is archived, it can no longer to sent out to employees. Previously completed documents can still be access in the employee's profile.

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Sending the New Hire Onboarding Packet to Employees & Contractors

Note: Packets sent will contain all documents toggled on in New Hire Onboarding setup. Required documents will be sent no matter what.

Sending to New Team Members

1. After signing into Homebase on the web, click Team on the left side of your screen and go to Roster.
2. Click Add team member in the top right corner of your screen.
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4. Fill out the necessary information for your new Team Member, then select which Tax Classification they require.
5. Select Send a New Hire Onboarding packet at the bottom.
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   2. Note: The tax classification selected will determine which New Hire Onboarding packet will be sent to the employee/contractor.
6. Click Add team member at the bottom of your screen.

Sending to Existing Team Members

Before and after a new hire onboarding packet has been sent out to a employee or contractor (as long as they have been added to your team), you will be able to:

• Send them a full New Hire Onboarding packet.
• Send them an individual document from your New Hire Onboarding packet.
• Upload a scanned paper copy of a document you already have collected from an employee manually.

These options can be found in:

• Their individual Team Profile.
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• The Documents section under HR.
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Document Version History

New Hire Packets or individual documents that are submitted more than once will replace previous versions stored in Homebase. 

Note: To maintain compliance Homebase cannot permanently delete any documents uploaded by employees or managers, they can only be replaced with newer versions. However, older versions will still be accessible. This cannot be changed.

All versions will be available to Owners, Managers, and GMs with the necessary Team Permissions.

1. Go to an Employee's Profile under Documents.
2. Hover over the document you want to view the version of.
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   2. Note: The version number will show the time and date the team member submitted the document.

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Company-Level Document Management & Multiple Locations

Documents in Homebase are managed at the company level. If multiple locations (for example, Toast Brea and Toast Whittier) are under the same company in Homebase, adding or updating a company document applies to all locations within that company. You do not need to re-enter the same document separately for each location.