how it works and step by step to do

How about admitting collaborators as easily as you choose a movie on Netflix? If you work on talent acquisition for a startup, a multinational or even a small business, online admission must be on the radar of your R&S policies.

There is no lack of reasons for you to transform the bureaucracy of this process into a more intuitive experience. Let’s be honest: no one likes to gather papers and fill in data manually, not to mention the inherent errors of the process.

If, today, we are able to open digital bank accounts only with the help of existing applications on mobile phones, there is no excuse for organizations not to digitize their admission process, especially after the process of virtualization of life caused by the pandemic of the new coronavirus.

Given this context, in this article, we will analyze the legal validity of the digital admission process, how to do it and the benefits of this experience.

What is online admission?

This process is applied when hiring new employees with the help of fully automated tools. Before, all documentation delivery was done manually, which made the process much slower, more laborious and prone to errors.

The main objective of this practice is to streamline the admission process, eliminating operational and manual tasks, facilitating the work of the Human Resources area and the employee who has just joined the organization.

Difference between face-to-face and digital admission

An search conducted by consultancy Deloitte with 9 thousand HR leaders, it pointed out that 56% of organizations are including digital tools in their people management processes. In this sense, online admission is a big trend, but if you still have doubts whether or not to introduce this digital process in your organization, be aware of the distinctions between virtual and face-to-face admission.

Presential

In face-to-face admission, the process is slow and bureaucratic. The candidate must bring to HR, on paper, all the documentation required by the area. Human Resources, in turn, must separate and make copies of these forms and documents to keep in its database. Everything is done manually, which can lead to errors.
In practice, the characteristics of the face-to-face admission process are:

• Manual and repetitive work;
• Redoubled attention to bureaucratic and labor issues to avoid serious mistakes;
• Long and impractical process;
• Large structure requirement for all necessary paperwork and attachments.

Digital

In the digital model, this experience is much more intuitive and facilitated by virtual means. There is no need to make physical copies of the documents or separate them into binders for subjects, the machine is left with this bureaucratic work. Therefore, the main characteristics of virtual admission are:

• Agile and functional process;
• Production of better experience for the candidate and HR;
• Reduction of time in the process;
• Automatic data archiving processes;
• Maintenance of HR’s strategic focus on people management.

Legal validity

As already mentioned, according to CLT, companies must have the registration of all employees and copies of their respective documents attached to various forms and forms, which must be completed during the admission process.

This job requires great care so that no paper is lost or included in another employee’s folder. This concern will be even more accentuated by the application of the General Data Protection Law (LGPD), which will come into force in January 2021. Therefore, it will be even more important to validate your company’s digital admission process.

However, before discussing the legal validity of documents sent through the online admission system, it is important to highlight here the difference between digital and digitized information.

The documents already issued and digitally signed, as they are originally virtual, have their legal validity ensured, if they do not undergo any type of alteration. This is the case with information from professionals that will be received on online admission, whose data will be checked using blockchain technology, a “kind of virtual stamp”, which will ensure the validity of documents.

The digitized information, which is physical paper that has been digitized (scanned) and sent in PDF format to the company’s database, is not legally valid. In this case, it is always necessary to keep the original paper version of the documents.

Online admission step by step

If you have decided to invest in digital admission, the first step is to identify the best R&S software solution for your organization’s needs. Tip: most programs allow the employee’s journey to be monitored and qualified based on process automation. Also make sure where the data entered by the employee will be stored, in the cloud or on the company’s server, because this information will be important when the LGPD comes into force.

After acquiring the technology, the online admission process actually begins, which has the following steps:

Submission of documentation

The people management area must previously send to the system all the necessary documentation for the contracted position. The newly hired professional will then receive a message to complete the “paperwork” in a digital and intuitive way. The employee will need to forward virtually all the requested information, following the step by step indicated by the tool. In general, the tools ask the candidate to take photos, via cell phone, of the documents.

Centralized information

After the professional’s information has been sent, an admission tool checks and validates all the information provided by the future employee.
The people management area will gather in its digital database, in a centralized manner, all the details of that professional. As it is done digitally, it is possible to restrict access to authorized persons only.

Integration of information

Subsequently, shortly after the information is approved, it will be forwarded to the Personnel Department, or to the HR administrative area, for inclusion of this data, which will later be necessary for other operations, such as salary payment and INSS.

This is done through the same system and with just a few clicks. Therefore, any and all information from the professional can be forwarded easily and quickly.

Onboarding

The last step is the process of integrating the new employee. Through virtual admission technology, it is possible to start onboarding even before he starts his professional journey in the organization. Here, the creativity of the organization’s Talent Acquisition team is worthwhile.

Onboarding can be done by welcoming messages from other employees or by information or videos about the company and its culture. This maintains proximity and produces good communication with the new hire.

Advantages of online admission

Having the support of a good digital tool has advantages for both newly hired professionals and HR.

For the employee, delivering documents online makes admission faster and more intuitive. He will not be disappointed that, on the first day of work, he has part of his day occupied with procedural bureaucracies.

In turn, the company also gains in agility and productivity, which will free HR professionals for more strategic tasks. In addition, access to information will be easier and safer, helping to reduce the risk of file loss. See other advantages of digital admission:

Cost reduction

Online admission increases productivity and profitability, allowing you to perform a large volume of tasks in a short period of time. In addition, about more resources and time for HR to dedicate itself to helping the company strategically achieve its results.

Greater information security

Another advantage of online admission is keeping employee data safe and avoiding the risk of leakage, as only authorized persons can access it. In addition, the leaders have control over the actions performed in the system, being able to identify the movements that each user performed. This ensures the confidentiality of information, reduces the risk of data leakage and provides a more efficient information security policy.

Sustainability

The acquisition of the technology will also help the company to establish standards of sustainability and social responsibility.

Imagine how many sheets of sulfite will be eliminated in the virtual admission process? If we take into account that, on average, each new employee spends ten sheets in this process, think about the paper savings after one year of implementing the system.

Want to know more about other digital HR processes? Then check out an article on how to conduct digital onboarding.