Onboarding and employee documents, off email for good.
Collect onboarding forms, benefits paperwork and leave documentation securely, with workflows that trigger the moment a document arrives.
The problem
HR handles some of the most sensitive documents in the business, and email cannot guarantee the confidentiality they require. Clivanta gives new hires and employees a secure, scoped place to upload, and gives HR a tracked checklist instead of an inbox to chase. Onboarding steps advance automatically as each document arrives, and every file stays private to the person it belongs to.
- Sensitive personal documents sent as email attachments
- HR chasing new hires for missing onboarding paperwork
- Confidential medical and leave documents with no access control
- No trigger when a required document finally arrives
Where it fits
New-hire onboarding
Collect tax and identity forms, direct-deposit details and signed policies securely, with the next onboarding step triggered automatically as each item is received. HR sees a live view of which new hires are complete and which are still missing paperwork.
Benefits administration
Employees privately upload marriage certificates, birth certificates or divorce decrees to change beneficiaries or add dependents, without those sensitive documents ever travelling over email.
Leave of absence and accommodations
Gather doctor's notes, leave paperwork and interactive-process forms under strict, per-person confidentiality that email cannot offer, with a clear record of what was requested and provided.
Expense reimbursement
Collect receipts, mileage logs and invoice copies per employee, each tracked from request to approval so nothing is reimbursed without its supporting document.
Documents you'll collect
How Clivanta handles it
The same reliable loop, whatever you're collecting.
Per-item requests
Every ask is its own tracked item with a status, due date, files and version history.
Reusable packs
Standardise a request list once and launch it for every client, matter or vendor.
Automatic reminders
Escalating, per-item reminders chase what's outstanding so you don't have to.
Portal or reply-by-email
Counterparts upload through a magic-link portal, or simply reply by email.
Immutable audit trail
Every request, upload, version and acceptance is logged with actor and timestamp.
Scoped, secure access
Each party sees only their own items; internal notes and threads stay private.
Frequently asked questions
Is employee data kept confidential?
Yes. Access is scoped to each individual, so an employee only ever sees their own onboarding or benefits items — never anyone else's, and never your internal notes. Every view, upload and download is recorded in an insert-only audit log, and documents are stored on encrypted, EU-hosted infrastructure, giving a level of confidentiality email cannot provide.
Is it secure enough for sensitive HR documents?
Yes. Clivanta is designed for exactly this kind of sensitive personal data: EU data residency, encryption in transit and at rest, per-person scoped access, and an immutable log of who accessed each document. That makes it suitable for tax and identity forms, medical and leave paperwork, and beneficiary changes that should never travel over email.
Do new hires need an account?
No. A new hire receives a magic link that opens their personal onboarding checklist — no account to create, no password to remember — and they can also reply by email if they prefer. Lowering that friction is why onboarding paperwork tends to come back faster and with far less chasing from HR.
Does a workflow trigger when a document arrives?
Yes. As each onboarding item is submitted it moves out of 'outstanding' and into your review queue, so the next step can proceed the moment a document lands rather than when someone happens to notice it. HR sees a live picture of which new hires are complete and which are still missing forms, instead of reconciling an inbox by hand.
Can we standardise onboarding across new hires?
Yes. You build your onboarding checklist once as a reusable pack and launch it for every new hire in seconds, so everyone is asked for the same documents in the same way. Updating the template later never disturbs onboardings already in progress, because each launch takes its own snapshot.
Related use cases
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Collect KYC, UBO and due-diligence documents for company formation and ongoing corporate administration — tracked and audited every cycle.
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Collect month-end, quarter-end and payroll documents from clients on a recurring schedule — tracked and reconciled without the email chase.
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