Digital Employee On boarding Software: How to Go Paperless in 7 Days
Are you still printing offer letters? Chasing employees on WhatsApp for their Aadhaar card? Setting up payroll manually after the employee joins?
If yes, you are spending too much time, money, and energy on something that should happen automatically.
In this blog, we will show you how Indian businesses can go completely paperless in just 7 days using digital employee on boarding software also known as hrms onboarding.
No technical knowledge needed. No big IT team required. Just a simple step-by-step plan.
| What is Digital Employee On boarding? |
Digital employee on boarding means everything a new employee needs to join your company happens online. No paperwork. No manual forms. No running around.
Think of it as your hrms software doing all the joining work automatically while your HR team focuses on more important things.
Here is what digital onboarding covers:
- Offer letter sent and signed on the employee’s phone
- Documents collected online Aadhaar, PAN, bank details, certificates
- Salary and PF set up automatically in the hr and payroll software
- Attendance registered in hrms attendance system before Day One
- Leave balance activated via hrms leave management from Day One
- Employee gets access to the employee hrms app before joining
| Simple Definition Digital on boarding = the employee arrives ready. HR doesn’t run around. Zero paper used. |
| Why Should You Stop Using Paper for On boarding? |
Paper on boarding feels normal because everyone has always done it that way. But it is quietly hurting your business. Here is how:
| The Problem | Why It Hurts Your Business |
| HR spends 6–12 hours per new hire on paperwork | That is time wasted on every single hire, every month |
| PF or ESIC not registered on time | Penalty starts at ₹5,000 per employee per default |
| No communication after offer is accepted | 1 in 4 candidates don’t show up on Day One |
| Attendance not set up on Day One | New employee sits idle. Bad first impression. |
| Documents collected on WhatsApp | Files get lost. Compliance audit becomes a nightmare. |
| No tracking of on-boarding progress | HR doesn’t know what is done and what is pending |
| ⚠️ Quick Fact Indian companies lose 25 to 30% of accepted candidates before Day One simply because the joining experience feels disorganized. A good hrms solution fixes this completely. |
| How to Go Paperless in 7 Days — Step by Step |
With Tankhwa Patra hr management software, most Indian businesses are fully paperless in just 7 working days. Here is the complete plan:
| Day | What You Do |
| Day 1 | Set up your hrms software add company details, office locations, and departments |
| Day 2 | Create digital offer letter templates in hr management system software with e-signature |
| Day 3 | Turn on the document collection portal in hr information systems auto reminders included |
| Day 4 | Configure salary and compliance in hr payroll software PF, ESIC, PT set up automatically |
| Day 5 | Activate hrms attendance system and hrms leave management for new joiners |
| Day 6 | Test the employee hrms app make sure everything works smoothly on mobile |
| Day 7 | Onboard your first employee fully digitally zero paper, zero confusion |
| What Happens on Each Day — Simply Explained |
Day 1 — Set Up Your HRMS
Log into Tankhwa Patra. Add your company name, cities, and teams. Indian compliance rules PF, ESIC, Professional Tax are already built into the hrm human resource management system. Nothing to set up manually. Takes about 2 to 3 hours.
Day 2 — Create Digital Offer Letters
Build offer letter templates for each role in your hr management software. When HR is ready to send they select the employee, click send, and the candidate receives a link on their phone. They read it, sign it digitally, and send it back. Done in minutes instead of days.
Day 3 — Collect Documents Online
The moment a candidate accepts the offer, your hr information systems software automatically sends them a document checklist. They upload Aadhaar, PAN, bank details, and certificates from their phone.
Day 4 — Set Up Salary and Compliance
The salary from the offer letter automatically flows into your human resource payroll software. PF, ESIC, and Professional Tax are configured based on the employee’s salary and city. TDS is set up from the employee’s tax declaration collected digitally. By the time the employee joins, the hr software and payroll is fully ready. First pay-slip will be accurate.
| ⚠️ Do Not Skip This Step PF not registered on time = ₹5,000 penalty per employee. ESIC missed = ₹5,000+ penalty. Tankhwa Patra’s hr payroll programs make sure this never happens by automating compliance from Day One. |
Day 5 — Set Up Attendance and Leave
Three days before joining, the new employee registers their face using the Tankhwa Patra mobile app from home. The hrms attendance system is ready before Day One. The hrms leave management module activates automatically the employee can see their leave balance before they arrive at the office.
Day 6 — Test the Employee App
Go live with the hrms for employees portal and mobile app. Your HR team tests the full experience as if they are a new joiner on a mobile device. Check: Can I see my salary? Can I apply for leave? Does attendance work? Fix any small issues. Also set up hrms performance management goals for the new hire’s first 30, 60, and 90 days.
Day 7 — First Live Digital Onboarding
Your first real employee goes through the complete digital process. Here is what is ready before they arrive:
- Offer letter — signed digitally
- Documents — collected and verified online
- Salary — configured in hr and payroll softwares
- PF, ESIC, Tax — set up automatically
- Attendance — registered in hrms attendance system
- Leave balance — visible in hrms leave management
- Employee app — active and ready
| The Result What used to take 6 to 12 hours of manual HR work now takes under 2 hours and most of it happens automatically while HR focuses on other things. |
| Indian Compliance — Handled Automatically |
Many Indian business owners worry: ‘What about PF, ESIC, Professional Tax, and TDS?’ The good news Tankhwa Patra’s hr payroll programs handle all of this automatically. Here is a quick overview:
| Compliance | How It Works in HRMS |
| PF (Provident Fund) | Collected during hrms on boarding. Registered automatically. Day 1 compliant. |
| ESIC | Auto-calculated from salary. Done before first payroll cycle. |
| Professional Tax | State-wise slabs pre-loaded in hr information systems software. No manual input. |
| TDS | Employee fills tax declaration digitally in employee hrms. Auto-configured. |
| POSH Policy | Employee signs digitally. Stored in the hr system software with timestamp. |
| Appointment Letter | Generated via hr management system software. Signed digitally. Legally valid. |
| Frequently Asked Questions (FAQ) |
1. Is digital onboarding legally valid in India?
Yes. E-signed documents are fully legal in India under the Information Technology Act, 2000. Offer letters, appointment letters, and policy acknowledgements signed digitally through Tankhwa Patra’s hr management systems are enforceable in courts. Some state-specific Shops Act registers may still need a physical copy the hrms system flags these for you.
2. What if my employees are not comfortable with technology?
Tankhwa Patra’s hrms solution is designed to be as simple as WhatsApp. Employees just open a link, upload a photo, and tap to sign. It works on any basic Android phone. For factory workers or field staff with limited digital experience, the HR team can walk them through it in 10 minutes.
3. Is HRMS on boarding software affordable for small businesses?
Yes. Tankhwa Patra is the best hrms software for startups and small businesses. Pricing is per employee you only pay for what you use. There is no big setup fee. Most businesses recover the cost in the first month just from the time their HR team saves on manual on boarding work.
4. We currently use Excel for everything. Can we switch?
Yes. The Tankhwa Patra team migrates all your existing employee data from Excel into the hrms human resource management system on Day 1 of setup. Active employees continue without any disruption. Nothing is lost.
5. Can we onboard 50 employees at the same time?
Absolutely. Tankhwa Patra supports bulk hrms on boarding. All 50 employees receive their offer letters, document checklists, and app access simultaneously. This is especially useful for manufacturing companies, retail chains, and logistics businesses that hire in large batches.
6. How does on boarding connect to payroll?
Data collected during on boarding salary structure, PF details, bank account, tax declaration flows directly into the hr and payroll software. No manual re-entry. No data mismatch. The first payroll cycle is accurate from Day One because the human resource payroll software already has everything it needs.
7. Does Tankhwa Patra work for businesses in multiple cities?
Yes. Tankhwa Patra is a cloud hr systems platform accessible from anywhere. If you have offices in Mumbai, Bangalore, Ahmedabad, and Lucknow, all locations use the same system. State-specific Professional Tax slabs and compliance rules are applied automatically based on the employee’s work location.
| Conclusion |
Going paperless is no longer just for big companies. Any Indian business startup, factory, retail chain, or IT company can do it in 7 days with the right hrms software.
Digital employee on boarding means your new hire arrives on Day One with everything ready. Offer letter signed. Salary configured. PF registered. Attendance set up. Leave visible. App working.
No confusion. No idle time. No compliance penalties. Just a smooth, professional start that makes your employee feel genuinely welcome.
Tankhwa Patra hrms on boarding module does all of this automatically for businesses of any size, in any Indian city.
If you are still running on boarding on paper this is the right time to change that.
Ready to Simplify Payroll & HR Operations?
Book a FREE personalized demo of Tankhwa Patra and discover how businesses are automating payroll, attendance, compliance, employee management, and workforce operations from a single integrated platform.
Call: +91 70418 01390 | +91 89809 38940
Disclaimer: The information provided is for general informational purposes only. It may vary over time, so we recommend verifying the details independently before making any decisions.
