Say Goodbye to Missing Onboarding Documents
You just hired three new employees this morning, and now you're staring at a stack of required paperwork. Which forms does each person need? Did everyone sign the handbook acknowledgment? Where's that missing I-9?
Stop the paper chase with a structured system that automatically tracks everything through three simple connected components: Positions (like "Janitor"), Skills (like "Onboarded"), and Documents (like W-4s and I-9s). Just assign the position, and the system knows which documents you must collect.
Understanding the Document Framework
Think of it as a cascade of requirements that flow from Positions through Skills to Documents:
Position (Example: Janitor)
↓
Skills required for that position (Example: "Onboarded")
↓
Documents required for those skills (Example: W-4, I-9, handbook)
Here's how they work together:
Position is the starting point
When you hire a janitor, you assign them the "Janitor" position
The position automatically knows what skills are required
Skills act as document categories for groups of requirements
Each position requires certain skills
"Onboarded" skill might be required for all positions
A skill groups relates documents together
Documents are the actual paperwork
Each skill requires specific documents
When you assign a position, you can see all required skills
The system tracks which documents are missing or expired
These three components work together to create a complete compliance system.
How to Set Up Positions, Skills, & Documents
Creating Positions
Every person is assigned a Position - the title they have in the company. Employees may be called Guards, Janitors, Office Staff, etc. Think of each Position as a template that automatically knows what documents it needs. We will create a Janitor position.
Go to Settings > List Management > Positions
Click the + button to Add Position
Name the Position
Assign the role to a staff level, Save
Creating Skills
In this example, we will create a Skill called "Onboarded" because every employee needs to be onboarded and submit certain documents such as a work application, signed company handbook, non-compete, W-4, I-9... you get the idea.
Click on Skills (on the same screen under Positions)
Use the + button to Add Skill
Name the Skill > Onboarded, and Save
Creating Documents
Next, you will add the document types we just mentioned. For our example, we will create a Document called Onboarded Training.
Click on Documents
Use the + button to Add Document
Name the Document
Choose if it's an Employee or Job-related doc. This one is for employees
Check the boxes if applicable for "Required for Skill," "Requires attachment," & "Requires expiration date. "
Link Skills to the Position
Click on "Link Pos & Skills"
Select the Position
Click the + button "Link Skills to this Position."
Choose from the Available Skills
Click the right arrow to move Skill to Selected Skills and save
Now, you can see from the Positions list that Janitor has a couple of Skills linked to it.
Link Skills and Documents
Let's review. So far, we have created a Position called Janitor, a Skill called Onboarded, and a Document called Onboarded Training. We linked the Onboarded Skill to the Janitor Position, requiring all Janitor hires to go through onboarding.
Now, we need to link the Onboarding Skill to the Onboarded Training document, which will require the hiring admin or supervisor to give the document to your new employee.
Click on "Link Skills & Docs"
Select the Skill from the list
Click the + button to "Link Documents to this Skill"
Choose the docs from the Available Documents list
Click the right arrow to move them to Selected Documents, and save.
How Tracking Documents Works
Johnny Rocket Example
We added Johnny Rocket as a new Janitor. The People screen shows the yellow system indicator tile, which says there is 1 person with documentation to review. It's Johnny Rocket.
Click the yellow tile
Click on Johnny's tile
We haven't marked that he has completed the onboarding requirements and that we have his document.
Click on the Document name
Adding a date is optional
Attach a file if required
Click Add
Once you have marked the employee's profile as having all the required documents, you'll need to update their Position/Skills.
Go to Position/Skills
Click the Skill in the "Skills Required For Position" list
Toggle the "Has Skill" button to green and save.
Once your document hierarchy is set up, simply assign a position to each new hire, and the system will automatically track all required documentation. You'll always know exactly what's missing or expiring, keeping your employee files audit-ready without the stress of manual tracking.
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