Digital onboarding: documents, deadlines and electronic signature

Onboarding is the person's first contact with HR. When it happens over email, with a missing document and a printed contract, day one starts with loose ends. When it happens digitally and in an organized way, it starts with everything ready.

The most requested documents

• ID document with photo and CPF
• Proof of address
• Digital work card (the number is the CPF)
• Voter registration and military service certificate, when applicable
• Bank details for payment
• Birth or marriage certificate and dependents' documents, for family allowance, income tax and the health plan

Deadlines that count

• Pre-employment medical exam: mandatory before work starts (CLT, art. 168, I).
• eSocial registration: it must be sent before work starts, according to the eSocial manual. Check the current version of the manual, because event deadlines change with updates.
• Work card: the hiring must be recorded within 5 business days (CLT, art. 29). Today the work card is digital and the information reaches it through eSocial.

Electronic contract signature

Law 14,063/2020 defines three levels of electronic signature: simple, advanced and qualified (with an ICP-Brasil certificate). The law mainly covers interactions with the government. Between company and employee, electronic signatures are used in practice, and the choice of level depends on the document's risk.

A flow that works

1. Invite: HR registers the role, salary, schedule and start date and sends a link.
2. Details and documents: the person fills in the form and sends photos from the phone.
3. Check: HR approves each item or asks for a correction, with the reason.
4. Exam and signature: exam scheduled, contract signed electronically.
5. Ready: the record goes on to payroll, time tracking and benefits.