Employee Onboarding Software
Day One, Done Digitally.
Ditch the file folders. ExactHire puts the right forms in front of new hires automatically — they log in, e-sign, and you're done.
Federal & State Hiring Forms, Done Right.
Stop chasing signatures and paperwork. ExactHire keeps your new hire forms organized, complete, and ready when you need them.
Digital I‑9 & E‑Verify
Employees complete Form I-9 Section 1 before their first day. Employers submit to E‑Verify in a single click from your dashboard.
Federal W‑4
The digital W‑4 is assigned automatically, captures all required fields, and is stored securely for easy access when you need it.
State Tax Forms
All state tax forms are available and ready to be assigned to your employees for e-signature.
We Do the Form Hunting for You
When state forms are updated or replaced, we track them down and add them to the system. One less thing on your plate.
New Hire Forms,
All in One Place
Sign Hiring Documents
From Any Device.
Whether you're verifying a W‑4 from your desktop or a new hire is signing a handbook on their phone, everything is completed digitally in one seamless experience.
Employee handbooks with digital acknowledgement
Internal policies (NDA, non-compete)
Custom documents and proprietary forms
Background check authorizations
Everything You Need for a
Perfect Day One.
Experience the core features that make ExactHire employee onboarding software a strong fit for growing businesses.
Digitize Paperwork
Instead of filling out the same information multiple times, new employees benefit from auto-population across required paperwork.
Learn more →Employees can complete the federal tax form (W‑4), state tax forms, and Form I‑9 for employment eligibility from within the portal.
Learn more →Direct deposit authorization, paid sick leave, and wage notification forms can collect and share information with the right personnel.
Learn more →Enable employees to electronically sign forms and documents faster, even from remote locations, while HR can approve and countersign digitally.
Learn more →Include company handbooks, policy authorization, emergency contact information, and security or network access documents in one place.
Learn more →Link training videos, how-to guides, and important web pages so training starts early without overwhelming new employees.
Learn more →Customize Workflow
Design digital new hire packets based on pre-determined criteria, with the documents, tasks, and forms assigned to each hire.
Learn more →Replicate your onboarding workflow with dropdown-driven criteria so only the right items and follow-up tasks are assigned.
Learn more →Assign roles to the staff responsible for onboarding so teams can control access and responsibilities across groups of new hires.
Learn more →Use Roles and FlexFields to create onboarding packets that are unique to each U.S.-based location in your organization.
Learn more →Automate Assignments
Assign statutory items like W‑4s, I‑9s, state tax forms, and direct deposit forms, plus any custom items your organization needs.
Learn more →Set scheduled activities for new hires to complete by deadline, with the ability for one completed task to trigger the next assignment.
Learn more →Share digital documents for future reference or combine them with electronic signatures for required reading and acknowledgement.
Learn more →Trigger Reminders
Keep onboarding items on track with automatic reminders triggered daily for incomplete tasks assigned to existing staff members holding roles.
Learn more →New hires can receive reminders for upcoming items or log in to view deadlines and progress from their personal dashboard.
Learn more →Ensure Accuracy
Digital documents require typed entry, which means bad handwriting never gets in the way of clean onboarding records.
Learn more →Extensive validation on statutory forms helps prevent mistakes while new hires complete critical onboarding items.
Learn more →Leverage Integrations
Integrate with the federal E‑Verify program for streamlined employment eligibility verification without duplicate data entry.
Learn more →
If you pay federal or state income taxes, employ a W2 workforce, or have high turnover, the RetroTax integration can simplify claiming available credits.
Learn more →Access Files and Reports
Store employee information with high-level security that meets or exceeds standard industry guidelines for federal employment records.
Learn more →View onboarding-related information anytime, including user lists, outstanding tasks, completed tasks, and role assignments.
Learn more →A Simpler Way to Get
New Hires Ready.
ExactHire helps your team move from paperwork chaos to a cleaner, faster onboarding process in three straightforward steps.
Assign
Set up the forms, documents, and onboarding tasks each new hire needs based on role, location, or start date.
Complete
New hires log in from any device to review documents, complete required forms, and sign everything digitally.
Track
Your team monitors progress, follows the audit trail, and keeps every onboarding record organized in one place.
Frequently Asked Questions
Common questions about ExactHire employee onboarding software.