# Employee Onboarding Software > Digital contracts and e-signature, right-to-work capture, IT and equipment tasks, and checklists that trigger on a start date - onboarding that runs itself. **URL:** https://cubesystems.co.uk/software/employee-onboarding-software A bad first day is expensive and entirely avoidable. It usually happens because onboarding is a mental checklist held by one person: the contract goes out late, IT finds out on the morning, and the new starter spends day one waiting. CubeHR turns onboarding into a workflow that triggers from the start date - contracts and policies issued for e-signature, right-to-work evidence captured and verified before day one, equipment and system access raised as tasks with owners and due dates, and a structured first week with check-ins at seven, thirty and ninety days. Offboarding runs the same way in reverse, so access is revoked and equipment recovered on the day someone leaves. ## Details - **Solution:** Employee Onboarding Software - **Platform:** CubeHR (https://cubesystems.co.uk/cube-hr) - **Product site:** https://cube-hr.co.uk - **Coverage:** Nationwide, implemented on site - **Also known as:** Onboarding system, New starter software, Employee onboarding platform, Digital contracts and e-signature, Offboarding software ## What is included - **Contracts and e-signature:** Contracts generated from templates with the employee’s terms merged in, issued for signature, version controlled, and stored with a full audit trail of who accepted what and when. - **Right-to-work capture:** Documents uploaded and verified before day one, with expiry dates recorded and re-check reminders scheduled automatically for time-limited permissions. - **Tasks with owners:** IT accounts, equipment, building access, uniform, training and buddy allocation raised as tasks against named owners with due dates relative to the start date. - **A structured first week:** A schedule of introductions, systems training and policy reading, so day one is planned rather than improvised by whoever happens to be free. - **Probation and check-ins:** Seven, thirty and ninety-day check-ins and probation review dates scheduled automatically, with reminders to the line manager before they are due. - **Offboarding in reverse:** Leaver workflows revoke system access, recover equipment, calculate final holiday and trigger the exit interview - on the right day, without anybody remembering. ## Real-world use cases ### Day one with no laptop **Scenario:** A growing business regularly had new starters arrive to no computer and no email account, because IT found out about them the same morning as everyone else. **Outcome:** Accepting an offer now raises IT and equipment tasks automatically with due dates ahead of the start date. Day one starts with a working laptop and a login. ### Contracts signed weeks late **Scenario:** Contracts were posted, signed, posted back and filed - when they came back at all. An audit found several employees with no signed contract on file at all. **Outcome:** Contracts are issued digitally and signed before the start date, with automatic chasing. The file is complete for every employee, and the audit trail is timestamped. ### Seasonal intake overwhelming HR **Scenario:** A business taking on forty seasonal staff each summer ran onboarding manually. It consumed the HR team for a fortnight and things were still missed. **Outcome:** Bulk onboarding runs the same workflow for every starter simultaneously. The HR team now manages exceptions rather than processing forty identical sets of paperwork. ## Figures - **Before day one** Contract signed, right to work verified, laptop ready - **Named owners** Every onboarding task has someone accountable - **Same day** Offboarding revokes access when someone leaves ## Frequently asked questions **Are the e-signatures legally valid in the UK?** Yes. Electronic signatures are legally recognised in England and Wales for employment contracts. Each signature is captured with a timestamp, IP address and a locked copy of the exact document version signed. **Can we use our own contract templates?** Yes. Your templates are loaded with merge fields for the employee-specific terms, and you can hold different templates per contract type, department or site. **Does it handle right-to-work re-checks?** Yes. Time-limited permissions have their expiry recorded and re-check reminders scheduled automatically, so a follow-up check is never dependent on somebody remembering. **Can it create IT accounts automatically?** Task creation is standard. Full automated provisioning into Microsoft 365 or your directory can be built via the API - Crushed Ice, in the same group, does this kind of integration routinely. ## Related solutions - **HR Software** - Employee records, absence, rotas, onboarding, performance and training in one UK-built HR system - with self-service so the HR inbox stops being the process. https://cubesystems.co.uk/software/hr-software - **Absence Management Software** - Holiday booking, sickness recording, Bradford Factor, return-to-work forms and a team calendar that stops two people booking the same week off. https://cubesystems.co.uk/software/absence-management-software - **Rota Scheduling Software** - Build shift patterns, publish rotas to staff phones, handle swaps and cover, and see the forecast wage cost before you publish. https://cubesystems.co.uk/software/rota-scheduling-software - **Time & Attendance Software** - Clock in and out from a phone or terminal, timesheets by project or cost centre, overtime and TOIL rules applied automatically, and a clean export to payroll. https://cubesystems.co.uk/software/time-attendance-software ## Contact - **Company:** Cube Systems Limited (company number 17220899, ICO registration number ZC216972) - **Email:** hello@cubesystems.co.uk - **Sales:** sales@cubesystems.co.uk - **Support:** support@cubesystems.co.uk - **Telephone:** 01234 672 617 (+441234672617) - **Address:** Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP - **Opening hours:** Monday to Friday, 09:00 to 17:30 - **Part of:** Crushed Ice Group (https://crushedicegroup.co.uk)