A case study in modern, mobile onboarding.
The Client
Our client is a family-owned and operated food production company that has a wide portfolio of products found commonly in your local grocery.
- Industry: Food Manufacturing
- Annual Hires: 5,000
- Locations Serviced: USA
- ATS: Smart Recruiters
- HRIS: Workday
The Challenge
Our client operates their production facilities in predominantly remote areas. Like many organizations with similar operations, they had a manual onboarding process for new hires. But they were concerned about the change that a digital process could create for their employees who, historically, didn’t have access to the same levels of technology other workers in the organization did. Many workers either did not have a mobile phone or they shared a mobile phone with their family. Laptop and tablets were also not common.
However, they needed to make a change due to the risk created by a manual paper onboarding process. They had paper profiles held on site, and both the Form I-9 and E-Verify were not completed consistently or on time. The hiring practices and onboarding process were also inconsistent and created concerns for central HR and Risk Management departments.
The Need
Before implementing Click Boarding, our client faced significant challenges in their onboarding processes. Operating production facilities in remote areas, they grappled with a manual onboarding system that posed various risks and inefficiencies. Many of their employees lacked access to essential technology such as laptops, tablets, or even mobile devices, making it difficult to streamline the onboarding process effectively.
The manual onboarding process led to inconsistencies in completing critical documents like Form I-9 and E-Verify, raising concerns for both central HR and Risk Management departments. This lack of consistency not only posed compliance risks but also hindered the overall efficiency of the onboarding process.
Moreover, the decentralized nature of their operations made it challenging to maintain oversight and ensure a standardized approach across different locations. With paper profiles stored on-site and no centralized system in place, the company faced increased administrative burdens and heightened security risks associated with handling personal data.
Recognizing the need for a comprehensive solution to modernize and streamline their onboarding processes, our client sought a technology partner capable of addressing their unique challenges. The implementation of Click Boarding was driven by the imperative to enhance efficiency, compliance, and security in their onboarding procedures while accommodating t
The Outcome
Through collaboration with our client, we devised an “exception process” to accommodate individuals without access to laptops, tablets, or mobile devices by leveraging on-site “kiosks.” This facilitated convenient completion of the onboarding journey for new hires when necessary.
Additionally, we implemented a digital onboarding process to seamlessly guide new hires through compliance policies, with designated onsite staff completing the second portion of the Form I-9 and employment verification. Upon completion of the onboarding workflow, the digital employee profile was securely integrated into the client’s HRIS, enhancing oversight by central shared services and ensuring consistency for new hires, with the flexibility for location-specific customization as needed.
This standardized process not only provided greater oversight but also facilitated a smoother transition for new hires into the digital realm. Our guided workflows transformed the paper-based process, eliminating compliance risks as new hires were unable to progress until all required steps were completed. Furthermore, integration with the client’s HRIS allowed for the secure transfer of complete employee profiles, eliminating the need for paper profiles in production facilities and mitigating any risks associated with unsecured personal data.
Big Returns
- Eliminated compliance risks
- Reduced significantly the work to be done by administrative teams on the onboarding process
- Reduced time to onboard, creating a more productive workforce faster
- Provide visibility across the onboarding process, with data points to support it
