A new starter uploads their signed offer, tax form, bank details form, and identification, and the employee file assembles itself: start date, role, salary as stated on the offer, tax reference, and a checklist showing exactly which items are still outstanding. Day one starts with a complete file instead of a chase.
The app embedded on this page is the App Signup Flow, a real Taskade Genesis build and the closest starting point for an onboarding desk. It opens a record for a new person; it does not yet collect or read their paperwork. Click "Use this app" to clone it in about ten seconds, then add the document checklist, the upload fields, and the reading step described below.
The build turns a scattered pack into one record. An Employees Project holds one row per hire and a Documents Project holds one row per received item, kept as connected records so a hire with seven documents is still one hire. A published upload page takes the starter name, the role, and File fields for each required document, and it can be reopened so a missing item is added later without starting over. The Convert File to Text step reads each file, which is what makes a photographed form as acceptable as a typed PDF. An Ask Agent step returns the fields you named per document type: start date, job title, salary and currency from the offer, tax reference and filing status from the tax form, bank account holder name from the bank form, and the document type and expiry from any identification. The checklist of what is missing is the piece HR actually uses.
The file reads where onboarding happens:
- Board view to move hires through Offer Sent, Pack Received, Verified, and Started
- Table view for the register with start date, role, and outstanding items
- Calendar view for start dates and probation review dates
- Plus List, Mind Map, Gantt, and Org Chart across the 7 project views
Automations run the first week. With Taskade automations, a completed pack notifies HR and IT to provision accounts, a missing item emails the starter a list of exactly what to send, and a start date creates the induction tasks a week ahead. Across 100+ bidirectional integrations, forms pull documents in while Gmail, Slack, and calendar push the onboarding plan out. The AI agents inside the app carry 34 built-in tools with persistent memory, so an agent can summarize which hires are still incomplete this week.
Sequence the request rather than sending everything at once. An offer accepted triggers the first pack, a start date confirmed triggers the second, and each message asks for two or three documents instead of seven. Completion rates go up sharply, and the starter feels looked after rather than processed. Keep the required list as data so adding a document for a new jurisdiction is an edit, not a rebuild. It is also worth agreeing internally who is allowed to open the employee file before you publish anything, because that decision is much harder to retrofit once the documents are already in it.
Clone the app, invite HR and the hiring managers, and the files, the documents, and the checklist rules are yours.
Read File Uploads in Your App for how uploads behave, App Users and Sign-In for attaching each upload to a named person, and Build a Document Intake App for the pattern. Browse live builds in the Community Gallery, explore automations, or start from the templates library. Pair this with Read Scanned Resumes Into a Ranked Candidate Board so a hire flows from application to file, and Collect W-9 and Vendor Tax Forms Without Chasing if you also onboard contractors.
Frequently Asked Questions
Should identity documents go through an automated read?
Decide that against your own obligations first. If you do collect them, turn on app sign-in through App Users so each upload is tied to a named person, restrict who can open the file, and store only the fields you are required to keep.
Can a starter come back and add a missing document?
Yes. Keep the upload surface open and tie each submission to the existing employee record, so a late item joins the same file rather than creating a second one.
How does it know which document is which?
Ask the starter to pick a document type on the form, and confirm it in the extraction step by checking the content against that choice. A mismatch is flagged rather than filed silently in the wrong place.
Does it extract salary from an offer letter?
It can, when the offer states it. Ask for salary and currency as named fields. Treat the value as a convenience for the file, not as the source of truth your payroll runs from.
What formats can starters send?
Typed PDF, DOCX, XLSX, CSV, and TXT are read directly as text. Scanned or image-only PDF, PNG, JPG, WebP, and HEIC photos are read off the page. GIF and BMP sit outside that path.
How do the induction tasks get created?
With an automation on the start date. A week ahead it creates the induction checklist, notifies IT to provision accounts, and books the first-week check-ins.
Do documents remain accessible after onboarding?
Yes. Each file attaches to its document row and lands in your workspace Media tab, so the employee file remains complete rather than becoming a set of extracted values.
Can managers see onboarding progress without seeing the documents?
Yes. Publish a status view showing which hires are complete without exposing the files themselves, and keep the full employee file restricted to HR. The 7 project views read the same records, so the two audiences never need two datasets.
