We're now part of the erecruit family!

We're now part of the erecruit family!

View Press Release

contact form

×

Paperless Onboarding Designed by
Staffing Firms, for Staffing Firms

Complete, sign and store
documents online

Staffing agencies need an onboarding
solution designed around their needs

  • Cloud-based and Highly Configurable

    No software to install or maintain, everything runs in the cloud

    Accessible from any browser and optimized for mobile devices

    Learn More
  • Deliver All Documents From One System

    Easily create unlimited, customized packages for automatic document generation, eliminating manual effort to produce onboarding paperwork

    All documents delivered and signed electronically from a single repository

    Learn More
  • Faster Onboarding and Higher Compliance

    We ensure faster candidate starts and provide more compliant onboardings for you and your clients

    Includes federal and state forms, your forms and those mandated by your clients

    Learn More
  • Paperless Onboarding
    for Staffing

    We make onboarding simple, saving your recruiters and your candidates countless hours

    Increase your revenue by expediting the onboarding process

    Learn More
eStaff365 has been responsive, professional, and forward‐thinking, helping us to meaningfully enhance our consultants’ experiences. Their AGILE approach has proven to be highly efficient for my team, saving valuable time and resources for our Firm.
Ray Morganti | Sr. VP, Employee Experience Kforce Inc.
In this hectic work environment, we need our processes to be as streamlined as possible and with eStaff365 our onboarding process is much faster. Before, it was taking 35-45 minutes per onboard, and now we’re down to 8 minutes. In the staffing industry, time is money and we need to get our consultants to work as quickly as possible. Our clients usually want them to start yesterday, and client satisfaction and retention are key. The less we push back the start date, the better.
Mary Whitaker | PHR Director of Human Resources Veredus Corporation
The eStaff365 Kforce On Assignment Portal has been a successful collaboration of efforts among talented individuals. The seamless integration with the Onboarding System provides targeted content for our users as well as ease of use for maintaining and updating the site. It will truly bring our customer service to the next level.
Kimberly Bird | Sr. Manager Communications Kforce Inc.
When placing IT consultants, we need to be tech enabled. Before eStaff365, they used to complain about paperwork. Now, we are able to be more considerate of our new hires’ time and provide them with the technology and efficiency they are looking for.
David Hull | Chief Operating Officer Veredus Corporation

A cloud based solution, eStaff365 streamlines the onboarding process enabling staffing firms to place candidates faster, reducing compliance costs & risks. Unlike other onboarding solutions, eStaff365 focuses specifically on staffing firms and has a number of unique features designed to tackle the staffing industries toughest obstacles.

  • Built the way staffing companies work
  • Highly configurable meet your firms needs
  • Document upload included in implementation
  • Maintenance free = No extra fees
  • White glove customer service
Alternate Text Alternate Text Alternate Text Alternate Text

Alerts & Notifications

The eStaff365 system makes it easy to communicate with your contractors, providing them with proactive notifications so that they are aware of their onboarding schedule and status. You can also keep field personnel aware of the onboarding status, making sure they know when a Start Date is at risk.

  • Initial email to a contractor with onboarding instructions

  • Reminder emails and text messages when the onboarding is not progressing on schedule

  • Notifications to HR and Field Personnel when the contractor's Start Date is at risk

  • Ability to configure the "at risk" thresholds for each Area of your business

  • Fully configurable email templates, including your agency's logo

Document Rules Engine

You configure the rules for which onboarding documents need to be completed by which type of new hire. Our system can deliver standard federal and state forms, your agency's standard forms, and even your client's documents. Our "no code" solution allows you to easy upload new documents and automatically populate them with data from the system.

  • Rules engine allows you to identify which documents are delivered to which new hires

  • Automatic detection of fields in your uploaded PDF documents

  • Point-and-click mapping of eStaff365 data into the PDF document fields

  • You setup and manage your documents, without relying on an IT staff to write code for each new document

  • Full support for federal and state tax forms

  • Ability to deliver your agency's custom documents AND your clients' documents (example: Non-disclosure agreements) to your contractors

  • Centrally manage the rules for how contractors are onboarded for each client, ensuring compliance with the client's policies

  • Set expiration rules on documents to ensure current documents on file at all times

Client Audit

Demonstrate compliance by allowing your clients to audit your onboarding documents. You can create temporary online access for a client auditor, permitting them to review onboarding documents for contractors who have been on assignment at that client. Sensitive information in documents is redacted to protect your contractors' privacy.

  • Reduce the amount of time your HR department spends preparing for an audit

  • Control which clients have active audit accounts setup at any given time

  • Preview the documents that will be included in the audit sample set prior to opening up access to the auditor

  • Ability to control which documents and which contractors are auditable or non-auditable

  • Email notifications to the external auditor, and your internal auditors, when a new client audit is initiated

E-Signatures

All of the onboarding documents are reviewed/accepted by your new hire online, no more faxing, no more emails. PDF documents are signed electronically, using Adobe digital signatures, ensuring that they are legally binding. o Some onboarding systems simply add the new hire's name and a timestamp into the PDF document and call that an "electronic signature". By contrast, the eStaff365 system leverages a secure certificate-based digital signature to ensure that signed documents cannot be modified. For the new hire, the process of reviewing and signing documents is easy and secure.

  • Certificate-based signing of documents ensures that the documents are locked once signed

  • You can configure a document to have no signature, just the contractor's signature, or a signature from both the contractor and an HR representative

  • Once completed, all documents remain accessible online to both the contractor and the agency. No need for a separate document management system

  • Documents requiring a counter signature from your HR department can be signed electronically as well

On-Assignment

Our On Assignment website provides your contractors online access to benefits and pay information after they begin their assignment. The site is password protected, and delivers content in a targeted way, using the attributes of the consultant's placement

  • No more “temp only” intranet. One password gives your contractor access to any information they need

  • Consultants have access to their onboarding documents at any time

  • Our document broadcast feature allows you send any new documents to that need to be completed to your contractors in the field

Re-Deployment & Rehire

Our re-deployment and re-hire functionality makes it easy to quickly assign a contractor to a new placement. Rather than presenting the contractor with a full set of "new hire" onboarding documents, the eStaff365 system is smart enough to recognize a re-hire or a re-deployment, and it automatically determines the minimum set of documents needed

  • Ensure updated contracts are signed when a contractor extends an existing placement

  • Deliver client documents to a contractor when she ends one placement and starts a new one with a different client

  • Allow the system to track the expiration of documents, ensuring that you always have current signed documents on file

  • The contractor only has to update the online profile, rather than starting with a blank profile

  • System automatically adds to the contractor's employment history by including their most recent placement at your agency

  • Keep your contractors happy by making re-deployment a simple process for them

WOTC Tax Credit Screening

As you hire new employees your agency may be eligible for tax credits, including the $2,400 per employee Work Opportunity Tax Credit (WOTC). Screening for these tax credits can be burdensome and time consuming, costing your firm money. With eStaff365, your employees are automatically provided Form 8850 used for the WOTC screening

  • Provide the new employees with an opportunity to complete the Form 8850 in eStaff365

  • Our prepopulated form ensures more efficient and accurate screening

Remote I-9 solution

Electronically verify the employment eligibility of newly hired employees using our integration to send Form I-9 data to the E-Verify system. Provide secure access for an agent to login to view a queue of pending i-9 forms, then complete section 2 in the presence of the new hire.

  • Verify the employment eligibility of new hires without having to leave eStaff365 and log into a different system

  • Automatically populate the E-Verify system using Form I-9 data from eStaff365

  • Full, automated support for the tentative non-confirmation process, including TNC and FAN notices

  • Learn more about the E-Verify system here

  • I-9 Worksheet to allow new hire to upload images of documents to be used in Section 2 of Form I-9

  • HR review of I-9 Worksheet prior to designating an agent to complete Section 2 of Form I-9

  • Back office controls to highlight any differences between the I-9 Worksheet and the actual I-9 Section 2

System Integration

eStaff365 provides a rich Web Services interface to allow you to build integrations between eStaff365 and your other IT systems, such as upstream recruiting systems, and downstream HRIS or Background Screening systems. Any system capable of leveraging Web Services can be integrated with eStaff365

  • Support for initiating an onboarding from a recruiting system

  • Support for transmission of the contractor's resume file

  • Ability to export contractor's data (and documents) to other systems via the API

  • API to integrate with background screening and drug screening systems

  • Secure WCF services, accessed over HTTPS only

  • HR-XML support

Alerts & Notifications

The eStaff365 system makes it easy to communicate with your contractors, providing them with proactive notifications so that they are aware of their onboarding schedule and status. You can also keep field personnel aware of the onboarding status, making sure they know when a Start Date is at risk.

  • Initial email to a contractor with onboarding instructions

  • Reminder emails and text messages when the onboarding is not progressing on schedule

  • Notifications to HR and Field Personnel when the contractor's Start Date is at risk

  • Ability to configure the "at risk" thresholds for each Area of your business

  • Fully configurable email templates, including your agency's logo

Document Rules Engine

You configure the rules for which onboarding documents need to be completed by which type of new hire. Our system can deliver standard federal and state forms, your agency's standard forms, and even your client's documents. Our "no code" solution allows you to easy upload new documents and automatically populate them with data from the system.

  • Rules engine allows you to identify which documents are delivered to which new hires

  • Automatic detection of fields in your uploaded PDF documents

  • Point-and-click mapping of eStaff365 data into the PDF document fields

  • You setup and manage your documents, without relying on an IT staff to write code for each new document

  • Full support for federal and state tax forms

  • Ability to deliver your agency's custom documents AND your clients' documents (example: Non-disclosure agreements) to your contractors

  • Centrally manage the rules for how contractors are onboarded for each client, ensuring compliance with the client's policies

  • Set expiration rules on documents to ensure current documents on file at all times

Client Audit

Demonstrate compliance by allowing your clients to audit your onboarding documents. You can create temporary online access for a client auditor, permitting them to review onboarding documents for contractors who have been on assignment at that client. Sensitive information in documents is redacted to protect your contractors' privacy.

  • Reduce the amount of time your HR department spends preparing for an audit

  • Control which clients have active audit accounts setup at any given time

  • Preview the documents that will be included in the audit sample set prior to opening up access to the auditor

  • Ability to control which documents and which contractors are auditable or non-auditable

  • Email notifications to the external auditor, and your internal auditors, when a new client audit is initiated

E-Signatures

All of the onboarding documents are reviewed/accepted by your new hire online, no more faxing, no more emails. PDF documents are signed electronically, using Adobe certificates, ensuring that they are legally binding. o Some onboarding systems simply add the new hire's name and a timestamp into the PDF document and call that an "electronic signature". By contrast, the eStaff365 system leverages a secure certificate-based digital signature to ensure that signed documents cannot be modified. For the new hire, the process of reviewing and signing documents is easy and secure.

  • Certificate-based signing of documents ensures that the documents are locked once signed

  • You can configure a document to have no signature, just the contractor's signature, or a signature from both the contractor and an HR representative

  • Once completed, all documents remain accessible online to both the contractor and the agency. No need for a separate document management system

  • Documents requiring a counter signature from your HR department can be signed electronically as well

On-Assignment

Our On Assignment website provides your contractors online access to benefits and pay information after they begin their assignment. The site is password protected, and delivers content in a targeted way, using the attributes of the consultant's placement

  • No more “temp only” intranet. One password gives your contractor access to any information they need

  • Consultants have access to their onboarding documents at any time

  • Our document broadcast feature allows you send any new documents to that need to be completed to your contractors in the field

  • Contractors can send referrals with the click of a button, generating more revenue for your firm

Re-Deployment & Rehire

Our re-deployment and re-hire functionality makes it easy to quickly assign a contractor to a new placement. Rather than presenting the contractor with a full set of "new hire" onboarding documents, the eStaff365 system is smart enough to recognize a re-hire or a re-deployment, and it automatically determines the minimum set of documents needed

  • Ensure updated contracts are signed when a contractor extends an existing placement

  • Deliver client documents to a contractor when she ends one placement and starts a new one with a different client

  • Allow the system to track the expiration of documents, ensuring that you always have current signed documents on file

  • The contractor only has to update the online profile, rather than starting with a blank profile

  • System automatically adds to the contractor's employment history by including their most recent placement at your agency

  • Keep your contractors happy by making re-deployment a simple process for them

Tax Credit Screening

As you hire new employees your agency may be eligible for tax credits, including the $2,400 per employee Work Opportunity Tax Credit (WOTC). Screening for these tax credits can be burdensome and time consuming, costing your firm money. With eStaff365, your employees are automatically screened for the WOTC

  • Provide the new employees with an opportunity to complete the Form 8850 in eStaff365

  • Our prepopulated form ensures more efficient and accurate screening

Remote I-9 solution

Electronically verify the employment eligibility of newly hired employees using our integration to send Form I-9 data to the E-Verify system. Provide secure access for an agent to login to view a queue of pending i-9 forms, then complete section 2 in the presence of the new hire.

  • Use eStaff365 to access a network of over 13,000 qualified notary’s around the nation and reduce the risk of costly fines

  • Verify the employment eligibility of new hires without having to leave eStaff365 and log into a different system

  • Automatically populate the E-Verify system using Form I-9 data from eStaff365

  • Full, automated support for the tentative non-confirmation process, including TNC and FAN notices

  • Learn more about the E-Verify system here

  • I-9 Worksheet to allow new hire to upload images of documents to be used in Section 2 of Form I-9

  • HR review of I-9 Worksheet prior to designating an agent to complete Section 2 of Form I-9

  • Back office controls to highlight any differences between the I-9 Worksheet and the actual I-9 Section 2

System Integration

eStaff365 provides a rich Web Services interface to allow you to build integrations between eStaff365 and your other IT systems, such as upstream recruiting systems, and downstream HRIS or Background Screening systems. Any system capable of leveraging Web Services can be integrated with eStaff365

  • Support for initiating an onboarding from a recruiting system

  • Support for transmission of the contractor's resume file

  • Ability to export contractor's data (and documents) to other systems via the API

  • API to integrate with background screening and drug screening systems

  • Secure WCF services, accessed over HTTPS only

  • HR-XML support

Onboarding Done Right

Know that each and every onboarding is done correctly, completely, and efficiently
No more guessing, no more papers

Download Our Datasheet

Contact Us for a Demo

Contact Us for a Demo

sales@eStaff365.com | 877-254-0365

erecruit™ Announces Acquisition of Leading Onboarding Solution eStaff365™

Boston, MA -- October, 13, 2014 -- erecruit™, the emerging leader of enterprise staffing software and vendor management systems (“VMS”), today announced that the company has acquired leading onboarding solution eStaff365™. eStaff365™ is the best-of-breed, cloud-based onboarding solution that expedites and automates the new hire and re-hire process, while allowing companies to ensure compliance with secure digital signatures, I-9 with E-Verify integration, all state and federal forms, and a flexible, self-service PDF forms engine to support all other company-specific documents.

The acquisition extends erecruit's product suite with eStaff365's dynamic onboarding solution that was designed with the multi-client complexities of the staffing industry in mind. erecruit™ will offer eStaff365's solution as part of its enterprise staffing platform, integrated with its front-office, middle-office and VMS modules, extending its true end-to-end solution. The onboarding module also will be available as a standalone product for direct employers and staffing companies, and can be integrated with other ATS, VMS, HRIS, and Time & Billing solutions.

Learn More
×