Onboarding forms for new hires: It’s a necessary but often tedious task, right?
Whether you have hundreds or thousands of new hires, the forms, compliance checks, and coordination can be overwhelming. It can feel like a never-ending battle for those managing dispersed teams or large-scale acquisitions. But what if we told you there was a way to make the entire process easier, faster, and error-free?
In this post, we’re diving into the real-life success stories of three companies—BrightStar Care, United Ag & Turf, and Ruby Receptionist—who found the solution to their onboarding headaches by adopting remote, mobile-friendly onboarding. From reducing paperwork to improving compliance, these companies have turned their onboarding process into a well-oiled machine, all thanks to a little help from WorkBright.
BrightStar Care: How going mobile turned onboarding into a breeze
For BrightStar Care, a leading provider of home care services, onboarding had always been a major challenge. New hires often struggled to complete their paperwork on time, sometimes spending over an hour in the office just to fill out forms. This caused delays in the hiring process, frustrating both candidates and HR staff. To make matters worse, manual checklists were used to track certifications and ensure compliance, creating a constant headache for the HR team. The entire process was inefficient, error-prone, and a drain on valuable time.
To streamline the process, BrightStar Care turned to WorkBright, a mobile-friendly onboarding solution designed to simplify form management. With WorkBright, new hires could complete their forms directly on their phones, making the process far more convenient and accessible—especially for caregivers who often didn’t have access to home computers.
This change helped reduce form review time by an impressive 83%, saving hundreds of hours that were previously spent on manual checks. The mobile platform not only increased completion rates but also significantly reduced administrative burdens, allowing the HR team to focus on what truly mattered: retaining quality caregivers from the moment they received their job offer to their first shift.
Ruby Receptionist: Simplifying remote onboarding for a growing workforce
Ruby Receptionist, a virtual receptionist service, was struggling with a cumbersome and time-consuming onboarding process. HR Business Partner Amanda Sontang spent hours each week scanning and reviewing I-9 forms and other documents for 10 to 15 new employees. The process became even more challenging when Ruby expanded its hiring to remote employees across the U.S. during the pandemic. With relaxed inspection guidelines set to expire, Amanda realized the company was at risk of falling out of compliance.
To solve this problem, Ruby turned to WorkBright. The platform offered a fully remote onboarding solution, enabling new hires to submit their documents electronically. With a user-friendly interface and built-in compliance features, Ruby could onboard hundreds of employees quickly and easily, without the need for in-person I-9 inspections. This ensured they stayed compliant with DHS/ICE regulations. As a result, Ruby was able to expand its talent pool beyond its physical offices, hiring the best candidates nationwide.
The new process saved Amanda hours of administrative time each week, allowing her to focus on more strategic HR initiatives. Plus, with WorkBright’s compliance checks, Ruby gained peace of mind, knowing their documentation was always audit-ready and error-free.
United Ag & Turf: Onboarding 500 employees in record time
United Ag & Turf, the largest single-day John Deere acquisition, was faced with the monumental task of onboarding over 500 employees from ten different companies, each with its own HR practices. This made it incredibly challenging to unify everyone under one cohesive system. On top of that, the team needed to ensure that the onboarding process was easy to navigate, accessible to all employees, and fully compliant with regulations.
To address these challenges, United Ag & Turf turned to WorkBright. The platform’s ease of use, e-signature capabilities, and kiosk mode made it easy for employees with varying levels of tech-savviness to complete their forms quickly and efficiently. WorkBright also helped streamline collaboration with consulting partners to verify driver qualifications and documentation without the need for paper forms.
The results were remarkable: United Ag & Turf successfully onboarded all 500 employees in just a few weeks! By automating the process, they reduced administrative strain and ensured compliance, allowing the HR team to meet tight deadlines. With documentation now more accurate and streamlined, the company could focus on integrating operations rather than drowning in form management.
Simplify your onboarding
If these stories sound familiar, you're not alone in facing the challenges of onboarding. The good news? You don't have to navigate this complex process on your own. WorkBright's Smart I-9 and HR Onboarding solutions can help you streamline your entire onboarding process—whether you're managing a remote workforce, dealing with large-scale acquisitions, or simply looking to reduce errors and improve compliance.
Ready to transform your process? Check out WorkBright's Smart I-9 and HR Onboarding to see how you can make onboarding faster, easier, and error-free—just like BrightStar Care, Ruby Receptionist, and United Ag & Turf have.
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- Option to defer payment until 2025
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HR compliance is complex—but it doesn’t have to be. WorkBright’s modern software and services streamline I-9s, E-Verify, and form management, while keeping your team audit-ready and aligned with ever-changing regulations. Take the guesswork out of compliance so you can focus on what matters most—your people.
