HR OPERATIONS · DIGITAL ONBOARDING · AADHAAR E-SIGN · EMPLOYEE FILE MANAGEMENT

EMPLOYEE
ONBOARDING

How Kleeto connects candidate creation, document collection, statutory forms, HR review, appointment letters, Aadhaar eSign and DMS archival in one controlled onboarding journey.

Digital Hiring Workflow Aadhaar eSign DMS Archival
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Kleeto digital employee onboarding workflow with Aadhaar eSign and DMS archival
The Business Need

Employee onboarding often moves across recruiters, candidates and HR Operations. Kleeto brings those steps into one digital workflow so documents, statutory forms, approvals, appointment letters and signed employee records stay connected from candidate creation to final archival.

The Onboarding Challenge

WHY HIRING WORKFLOWS BECOME DIFFICULT TO CONTROL

The challenge is rarely a single form. It is the handoff between recruiter, candidate and HR Operations: collecting the right documents, checking completeness, managing access, issuing appointment documents, tracking status and keeping a final record ready for compliance review.

01

Scattered candidate submissions. Documents arriving through email, shared folders or offline channels make completeness checks slower and harder to standardize.

02

Inconsistent onboarding steps. Different hiring types, departments or locations can result in different forms, approvals and employee experiences.

03

Too much or outdated access. Candidate and recruiter access needs to follow role allocation and change when a candidate is not proceeding with hiring.

04

Audit evidence is assembled later. Statutory forms, acknowledgements and signed records need to remain complete and retrievable after onboarding is finished.

The Implementation

THE KLEETO APPROACH

✓

Candidate Workspace. Create the candidate and provide a digital space to upload onboarding documents and complete required forms.

✓

Statutory Forms. Capture mandatory employee information and compliance forms within the onboarding workflow.

✓

Aadhaar eSign. Route appointment letters and required forms to the candidate for Aadhaar-based digital signing.

✓

Employee Digital Record. Move approved and signed documents into Kleeto’s system so the employee file is centralized and audit-ready.

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Comparison

BEFORE VS. WITH KLEETO

Traditional / Fragmented With Kleeto
Email / folder-based document collection Candidate portal for documents and statutory forms
Manual status tracking Alerts, reports and onboarding dashboards
Separate appointment-letter process Generate employee ID and appointment letter within the portal
Printing and wet signatures Aadhaar-based digital signing
Final records stored separately Approved records routed into the employee’s digital file
Workflow

THE KLEETO WORKFLOW

Five connected stages from candidate to employee file. The same record moves through collection, review, approval, signing and storage instead of being recreated at each handoff.

01
Create Candidate & Assign Access

Recruiters create the candidate in the onboarding suite. Role-based access is assigned so the candidate and authorized recruiters see only the workflow relevant to them.

→
02
Collect Documents & Statutory Forms

The candidate uploads onboarding documents and completes required statutory forms based on the organization’s compliance requirements.

→
03
Recruiter / HR Ops Review

Submitted documents and forms move to the recruiter and HR Operations teams for review, validation, approval and completion tracking.

04
Generate Employee ID & Appointment Letter

Once the onboarding record is approved, HR can generate the employee ID and appointment letter within the portal as part of the hiring workflow.

→
05
Aadhaar eSign & DMS Archival

Appointment letters and forms are routed to the candidate for Aadhaar-based digital signing. Final signed records are then submitted to HR and stored in Kleeto DMS as the complete employee record.

Capabilities

CONTROL AND VISIBILITY

Role-Based Access
Real-Time Status
Automated Alerts
Aadhaar eSign
DMS Archival
Business Impact

WHAT CHANGES FOR RECRUITERS, HR OPERATIONS AND NEW HIRES

The value of a digital onboarding platform is measured across HR productivity, compliance control and employee experience. Kleeto Onboarding is designed to reduce administrative effort while keeping the hiring record consistent, traceable and scalable.

Benefit 01
Less Manual Work

Automate document collection, forms, approvals and repetitive follow-up so HR teams spend less time on administration.

Benefit 02
Improved Data Integrity

Keep employee data and documents in a single controlled record, reducing duplicated entry and document inventory gaps.

Benefit 03
Uniform Employee Experience

Apply a clear onboarding process across hiring type, role, department and geographic location.

Benefit 04
Faster HR Response

Digital handoffs between recruiter, candidate and HR Operations help move reviews and approvals through the hiring lifecycle faster.

Benefit 05
Compliance + Reporting

Maintain statutory forms and mandatory documents while giving HR visibility into candidate status, pending tasks and completed actions.

Benefit 06
Scalable HR Operations

Use one repeatable digital workflow as hiring volumes grow without proportionally increasing routine administrative work.

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Key Takeaway

With Kleeto, employee onboarding becomes one connected document lifecycle: create the candidate, collect and validate documents, complete statutory forms, issue appointment documents, eSign securely and archive the final record in DMS.

From candidate creation to a complete employee file — without losing control between steps.