Onboarding that runs itself, with the right people seeing the right things
An HR-services firm was losing about thirty hours a payroll cycle to manual onboarding. We built a pipeline that issues contracts, gates ID uploads and lets managers track progress without ever seeing private details.
Every new starter meant chasing paperwork
Contracts were sent by hand, ID documents arrived over WhatsApp, and bank details came in however the new starter fancied. Managers needed to know where someone was up to, but giving them access meant giving them everything.
Before
- Onboarding ran across email, WhatsApp and memory
- Contracts and handbooks were sent and chased by hand
- ID and bank details arrived in a dozen formats
- Managers had no clean view of who was where
- Roughly thirty hours a cycle lost to admin
After
- One application branches into the right flow automatically
- Contracts and handbooks issue themselves on cue
- ID upload is a required step that gates progress
- Managers see progress, not private contents
- The cycle’s admin shrinks to a glance at a board
From applied to active, on rails
Press play to move a new starter through onboarding. Flip the manager view to see exactly what a line manager can and cannot see.
A simplified illustration. The new starter is invented.
Five stages, and the system runs each one
One application, branched automatically
The new starter fills in a single form. Behind the scenes it routes into the right onboarding flow for their role, so nobody has to sort it by hand.
Contract issued automatically
The right contract and handbook are generated and sent the moment the application lands, so day one paperwork is done before anyone chases it.
ID upload gates the next step
Right-to-work and ID documents are a required upload. Nothing moves forward until they are in, so compliance is built into the flow rather than bolted on.
Managers see progress, not private data
Line managers get a clear view of where each hire is up to. Salary, contract terms and personal documents stay hidden behind role-based access.
Ready for payroll
Once the steps are complete, the starter is marked active with everything payroll needs in one place, so the first pay run is a non-event.
Other systems, other industries
A window-cleaning firm was losing jobs to missed calls. We gave them an AI agent that answers, prices the work and follows up on WhatsApp, day or night.
A fire-safety firm tracked compliance deadlines by memory. We built a CRM that watches every certificate and chases the renewal before it lapses.
Filing cabinets and printed forms slowed every HR process down. We digitised the lot into structured, searchable, automated workflows.
Want one of these for your business?
Every system on this page started as a normal conversation about what was slowing someone down. Tell us yours and we will show you what we would build.