InHouse Corporate Services
A digital employee onboarding system for a commercial cleaning company with 40+ years in the industry — serving ODEON, Showcase Cinemas, Costa Coffee, IKEA, and Virgin Active across the UK.
Paper forms and filing cabinets
40+ field paper application form
Every new employee meant a marathon paper form — manager-focused, not employee-friendly. Slow to complete, easy to get wrong, and a nightmare to process.
Manual Right to Work checks
ID verification done by hand — photocopying passports, chasing share codes, manually tracking expiry dates. Compliance risk hiding in every filing cabinet.
Paper contracts everywhere
Physical contracts printed, posted, signed, scanned, and filed. Nobody sure which version was current. Chasing signatures across multiple sites took days.
No central employee records
Employee data scattered across spreadsheets, paper files, and inboxes. No single view of who'd been onboarded, whose documents were expiring, or who was still mid-process.
What we built
Mobile-First Application
A 5-step digital application form designed for employees, not managers. Personal details, employment history, references, and Right to Work — all from a phone.
OneID Verification
Bank-level digital ID verification for British and Irish citizens. Instant Right to Work confirmation via their bank app — no photocopies, no manual checks.
Share Code Collection
For non-British employees: automated share code and expiry date collection, document uploads, and Home Office verification prompts built into the flow.
Digital Contract Signing
Employment contracts generated automatically and sent for e-signature. Countersigning built in. Fully executed contracts filed against the employee record.
Visual Onboarding Pipeline
Every applicant tracked through Applied, Joined, and Onboarded stages. Office staff see exactly where everyone is — no chasing, no guessing.
WhatsApp Communications
Automated WhatsApp messages at every stage — application received, offer made, contract sent, onboarding complete. Employees get updates where they actually check.
Expiry Reminders
Automated alerts at 30, 14, and 7 days before passport or share code expiry. No more compliance surprises — the system watches the dates for you.
Manager Notifications
Site managers get email notifications with full application details and approve/reject buttons — no CRM login needed. Review and action from their inbox.
Custom Onboarding Videos
Welcome videos, policy walkthroughs, and team introductions embedded into the onboarding flow. New starters feel welcomed before day one.
By the numbers
InHouse Corporate Services went from a 40+ field paper form and manual ID checking to a fully digital onboarding system. New employees apply from their phone, verify their identity through their bank app, sign contracts digitally, and watch welcome videos — all before their first day on site. Managers approve applications from their email. Compliance is tracked automatically.
"The website's brilliant — honestly, it's everything we wanted and more. You guys nailed the look and feel we needed, and the feedback has been top-notch. Can't thank you enough!"— Jason Pilkington, InHouse Corporate Services
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