New hire
Sees only their own new hires.
- Pages
- Home, My onboarding tasks, My documents, My equipment, Key dates, First week guide
- Can start
- Upload document
My onboarding tasks
Onboarding tasks
3 of 7 done- Add a task
Employee onboarding portal for new hire checklists
An employee onboarding portal is where new hires check off their own copy of the onboarding checklist and upload their ID and tax documents, managers follow each of their hires' progress, and the people team logs the equipment handed out.
Pattern: ChecklistsDescribe it to Pory
“We hire about five people a month. Each new hire should get our standard onboarding checklist and upload their ID and tax forms, their manager should see how they're getting on, and the people team should track the laptops and equipment we hand out.”
Viewing as
In plain English
How Pory sets it up
Pory gives every new hire, manager and people team a sign-in of their own. Each new hire sees only their own new hires. It covers tasks, documents and equipment. New hires, onboarding tasks, documents, equipment, key dates, from the people team and who to ask live in Pory's own database, so there's no spreadsheet to keep in sync.
What it does
New hires check off their own first-week list, not a PDF
Onboarding lived in a welcome PDF and a manager's memory, so day three usually opened with "what am I supposed to be doing?" In Pory each new hire gets their own copy of the standard checklist, from payroll details to meeting their buddy, and checks items off as they go. Nobody edits the master list by accident.
ChecklistsDone by: New hire
Passport scans and tax forms arrive in one place, not an inbox
HR used to chase passport scans and W-4s across personal email, then store them somewhere a little too shared. In Pory the people team asks for each document with a date, the new hire uploads it from their own page, and it waits as Uploaded until someone checks it. No more forwarding a passport photo to three colleagues.
File uploadsDone by: New hire
Laptops and access cards are logged to the new hire holding them
Knowing who had laptop FS-0417 meant scrolling a spreadsheet nobody trusted. The people team logs each item as it's ordered, readied and handed over, with its asset tag and hand-over date, against the new hire's name. When someone asks where the spare monitors went, the answer is a filter, not a hunt through the supply closet.
Tables to manage recordsDone by: People team
Managers see only their own new hires and where each one stands
Managers used to ask HR for an onboarding update and get a forwarded spreadsheet with every hire in the company on it. In Pory a manager signs in and sees just the people starting in their team, with start dates and where each one is, from pre-boarding to their first 90 days. They stop asking HR, and HR stops redacting rows.
Who sees which recordsDone by: Manager
A task past its due date sends the new hire a reminder
Missed onboarding steps surfaced weeks later, usually when payroll bounced. Each task in Pory carries a due date, and when one passes unchecked the person doing it gets a reminder in the portal and by email. The people team stops keeping a sticky note of who still hasn't sent their bank details.
Notifications & remindersDone by: New hire
Who sees what in an employee onboarding portal
Every person signs in to their own view. This is what each role in the demo gets.
Manager
Sees the new hires assigned to them.
- Pages
- Home, My hires, Key dates, First week guide
People team
Sees every new hire in the portal.
- Pages
- Home, Equipment, New hires, Documents, Key dates
What’s in the employee onboarding portal template
The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.
New hires
- New hire (text)
- Role (text)
- Start date (date)
- Status (choice: Offer accepted, Pre-boarding, First week, First 90 days, Complete)
- Buddy (link)
- Manager (link)
- What happens next (text)
Onboarding tasks
- Task (text)
- Due date (date)
- Step (choice: Before day 1, Day 1, Week 1, Month 1)
- Who does it (link)
- For (link)
- Done (yes/no)
Documents
- Document (text)
- Type (choice: Photo ID, Tax form, 401(k), Bank details, Right to work)
- Status (choice: Requested, Uploaded, Checked, Needs a clearer copy)
- File (file)
- Note for the people team (long text)
- Expiry date (date)
- Needed by (date)
- Employee (link)
Equipment
- Item (text)
- Issued to (link)
- Asset tag (text)
- Hand-over date (date)
- Status (choice: Ordered, Ready for pickup, Issued)
Key dates
- What (text)
- Date (date)
- Kind (choice: First day, Training, Meeting, Check-in, Payday)
- Where (text)
- With (link)
- New hire (link)
From the people team
- Document (text)
- Kind (choice: Contract, Policy, Guide, Plan)
- Shared on (date)
- File (file)
- New hire (link)
Who to ask
- Name (text)
- Role (text)
- Ask about (text)
The parts behind this portal
Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal
Collect
1 partFile attachments
Upload and view files on the record they belong to, not in a folder named FINAL v2.
Decide
2 partsChecklists
A task list on each record, ticked off in its detail view, with progress shown. Use it for onboarding, inspections or opening duties.
Reminders by date
Renewals, expiries and overdue work, in an in-app inbox and by email.
Share
1 partTables
Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.
Control
3 partsWho sees which records
Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.
Passwordless sign-in
A sign-in link by email, by default. Password sign-in if you'd rather.
Your brand
Your domain, your colors, your logo. Members see you.
Frequently asked questions
A new hire signs in with a link sent to their email and lands on Home. They see Home, My onboarding tasks, My documents, My equipment, Key dates and First week guide, and only the new hires that are theirs. From there they can use “Upload document”.
You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.
More workplace portals
All workplace portalsPTO & leave requests portalSubmit → manager approvalExpense reimbursement portalClaim → finance approvalIT help desk portalTicket submit & resolvePerformance reviews portalSelf + manager review cycleApplicant tracking portalApplications & interview stagesTimesheet approval portalSubmit hours → approveOffboarding portalAsset return & access revocationPolicy acknowledgment portalPublish policies & see who hasn't read themVisitor management portalPre-registration & today's visitor list
Build your employee onboarding portal with Pory
Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited employees.