Best Digital Forms That Simplify HR Documentation and Management


    Digital forms are now a popular trend in HR departments around the world, and for good reason: They make it easy to streamline and automate critical HR tasks and processes.

    From recruitment and training to performance assessment, payroll, and benefits management, these forms help employers and businesses save time and cost – among many other benefits.

    In this article, we’ll explore other reasons why HR automation tools are so important to HR professionals today, as well as routine manual workloads and bottlenecks they can help you simplify or even bypass.

    We’ll also take a look at some modern business automation process PDF forms available, and how to get started using them. So, let’s dive in!

    1. Staff Onboarding Forms

    Onboarding is a critical element of new hires’ onboarding processes, but it can be time-consuming and challenging to track using hardcopy paper documents. As an employer, it’s important to provide your new hires with guidance on how to perform their jobs, and also ensure that they follow company policies and procedures.

    Automating pdf forms for employee onboarding helps provide a central location to remotely and accurately capture new hires’ information before they start their first day at work. These can include their name, address, phone number, and other essential details like references and educational background.

    HR automation forms can also include important information about benefits available through your company, including health insurance information and how much vacation time they will receive each year.

    2. New Hire Checklists in an Employee Record Management System

    New hire checklist forms are a great way to help new employees complete the required paperwork in order to be fully engaged in the company culture once they start working there full-time.

    This HR process automation form helps you organize new employee records and provide them with quick access to their information, so they can get up to speed quickly without any hassles. Examples of electronic documentation new employees may be required to submit include:

    • Onboarding form: The onboarding process includes the steps an employee takes in setting up their workstation and applying for benefits. These forms capture the data needed to make sure the employee is ready for resumption at their workstation.
    • Benefits data: This form provides information needed for new hires to enroll in the company’s benefits programs, such as health insurance and retirement savings.
    • System login: The system credentials are used to log into a system or service that requires a username and password. They also provide access to some other services, such as e-mail accounts or online banking. Having this data saved in an electronic format will make it easier for IT staffs to track down problems if there are issues with system performance or security concerns arising from using outdated software.
    • Payroll details: In order to receive their compensation, new employees need to fill out forms with their banking information or direct deposit information.

    3. Travel Request Forms in an HR Document Management System

    Travel request forms are typically used by employees who need to request reimbursement for travel expenses. These forms usually include information about the purpose of the trip, dates, locations, and how much money was spent on it (if any).

    They also include other details such as how long the employee worked at their destination and whether they had any family members with them while they were there.

    4. Expense Reimbursement Form and Employee File Management Records

    Employee expense reimbursement forms allow employees to submit receipts or claims for reimbursement for goods or services purchased during business trips or other work-related activities within your organization’s local area or beyond it.

    You can use these forms to track expenses related to training courses or conferences, equipment purchases, meeting rooms, travel costs, or other expenses that come under travel management rules.

    An expense reimbursement form often includes fields for receipt description, date and location of purchase, cost of goods purchased, description of items purchased, and amount paid out of pocket by the employee.

    5. Weekly Timesheets and Employee File Management Records

    Using an HR workflow software, you can create a weekly timesheet that tracks hours worked each week so you can see how much time employees spend on different tasks each day or week. It also allows you to keep track of bonus payments and overtime pay amounts for each employee based on their current position in the company hierarchy (e.g., manager vs. assistant manager).

    The benefits of HR workflow automation include reduced paperwork, operating cost savings and risk of data entry errors. It also provides accurate payment calculations for bonus payments and overtime payouts and higher levels of security. This means employees feel more engaged.

    6. Safety Training Acknowledgment Forms

    These forms are used by safety professionals to acknowledge the completion of safety training courses or course materials. The form allows managers to document who has taken a course or completed course materials, when the course was taken, what was covered in each session, who facilitated the sessions, and any other relevant information that may be needed by safety professionals.

    How To Use Lumin PDF for HR Management

    As an HR manager, you are probably doing your best to stay on top of your company’s administrative tasks, including hiring and onboarding, employee handbooks, performance reviews, salaries, and benefits. It’s easy to get overwhelmed by the amount of information you have to deal with.

    Fortunately, Lumin PDF is an incredibly useful HR automation software for HR professionals looking to simplify their documentation and management processes. It enables users to create, edit, and store documents in the cloud, making it easy to access, share, and collaborate on documents.

    It allows you to create custom forms and documents that can be filled out and submitted digitally. With this simple but powerful PDF editor, you can quickly create forms and documents such as employee onboarding forms, job applications, and employee evaluations.

    Additionally, you can use Lumin PDF to securely store and manage employee data, making it easier to keep track of employee information. With PDF document automation software like Lumin, HR management is simpler, faster, and more secure than ever before.


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