Cutting contractor onboarding from ten days to two

Contract placements are urgent by definition. A client brings in a contractor because they need capacity now. When onboarding paperwork takes ten days to collect, that urgency evaporates. This agency was chasing compliance documents manually: signed contracts, banking details, IRD numbers, right-to-work verification, health and safety acknowledgements. All of it via email, tracked on a spreadsheet, arriving at different times from different addresses. The operations team spent a significant portion of each week on it. And on the occasions where something was still missing by a start date, the compliance risk fell entirely on them.

When a placement is confirmed in the system, the sequence fires automatically. The contractor receives a structured pack covering every step: e-sign the contract, submit banking and personal details via a secure form, upload compliance documents through a portal. The reason for each step is explained. The deadline, tied to their start date, is visible throughout.

The system tracks completion at every stage and sends reminders automatically for anything outstanding. The operations team is only notified when a step is still incomplete 48 hours before a start date. The client receives a confirmation when their contractor is fully cleared, with no manual update from the agency needed.

1. Time from placement to start dropped from ten days to two
2. Zero missing compliance documents at start date, across all placements
3. Operations team freed from onboarding coordination entirely