Between signed offer and first morning, ops still chase T-shirt size and laptop address in email threads. A private onboarding URL should collect contact details, a postal ZIP or postcode for kit, and recruiting links—without turning the page into an I-9 or Right to Work dump.
Keep it off careers-site spam.
noindex and a hard-to-guess path.
Deadline: one week before start.
Export or Zapier into your laptop vendor—do not store SSNs here.
An onboarding form is operational intake: how to reach the person, where to send equipment, which name goes on Slack, and which team they joined. It is not employment eligibility verification. US Form I-9 and UK Right to Work checks have their own rules and should use dedicated, access-controlled processes (see the W-9 and right-to-work generators for document collection patterns—still not for SSNs).
Recruiting already has a resume or CV. Re-collecting it here is optional; collecting a shipping address is usually the gap.
If the laptop ships to the wrong ZIP or postcode, the start date is theatre.
Bank details, Social Security, National Insurance, and passport images do not belong on this form. Payroll and eligibility stay in the products you already audit.
Workday onboarding is excellent at scale. A 25-person company often has a Notion checklist and this form.
Send the link in the welcome email. Do not index the page.
Use it when tasks, e-sign, and equipment assets must be tracked.
Two hires the same week and columns drift.
Kit size gets lost under congratulations GIFs.
A passworded or unlisted /welcome page on the marketing domain is enough. Publish the form and restrict notifications to people-ops@.
If you hire in both countries, ask explicitly for ZIP versus postcode in the placeholder and say which courier you use.
No. Use payroll’s secure flow (Gusto, ADP, Sage, etc.).
No. US I-9 has storage and inspection rules this form does not meet.
Use the dedicated right-to-work file form after a conditional offer, with access control.
It already has name, contact, address, and a statement. Rename labels on the form to onboarding language.