--- title: "Employee Onboarding — FAQs: For New Hires" --- [Skip to content](https://guide.sprout.ph/employee-onboarding-faqs-the-basics#main-content) [![Sprout Logo-3](https://guide.sprout.ph/hs-fs/hubfs/Sprout%20Logo-3.png?width=200&height=78&name=Sprout%20Logo-3.png)](https://guide.sprout.ph/?hsLang=en) Open main navigation Close main navigation How can we help you? - There are no suggestions because the search field is empty. 1. [Sprout](https://guide.sprout.ph/?hsLang=en) 2. [Command Center](https://guide.sprout.ph/command-center?hsLang=en) 3. [FAQ's](https://guide.sprout.ph/command-center?hsLang=en#faqs) # Employee Onboarding — FAQs: For New Hires ### Do new hires need a Command Centre account? No. They receive a secure link and a PIN at their personal email address — which matters, because most new hires don't have a work email yet — and the link works on its own.  ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-44-42-2813-PM.png?width=670&height=378&name=image-png-Sep-29-2026-12-44-42-2813-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-44-52-1568-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-44-52-1568-PM.png) ### Does the upload link expire? Not on a timer, and that's deliberate. Documents often arrive late — a tax certificate from a previous employer, for example — so the link stays usable until your required documents are in. Security comes from two other controls instead: too many wrong PIN entries locks the link for a short period, and after a spell of inactivity the new hire is asked for their PIN again. If your IT or security team would like to talk this through, we're happy to.  ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-45-04-9466-PM.png?width=670&height=384&name=image-png-Sep-29-2026-12-45-04-9466-PM.png) ### A new hire says their link won't work. What should we check? Confirm they're opening the link sent to their personal email and using the PIN that came with it. If they've entered the wrong PIN several times, the link is locked briefly — waiting a short while resolves it. If the email bounced, you'll see a delivery-failed marker on their row and can resend the invite from their panel — the link stays the same and only the PIN changes. If none of that is it, contact Sprout Support and tell us which new hire it is. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-45-33-1825-PM.png?width=670&height=376&name=image-png-Sep-29-2026-12-45-33-1825-PM.png) ### What's the consent step at the start? Before any upload, the new hire reads and accepts a data privacy notice built on the Data Privacy Act of 2012 (RA 10173). It sets out what's collected, how long it's kept, their rights over it, and who to contact about them. It's the same wording for every client. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-45-52-3846-PM.png?width=670&height=383&name=image-png-Sep-29-2026-12-45-52-3846-PM.png) ### What else are new hires asked for besides documents? Two short sections above the checklist. - **About you** collects their name (including middle name), contact number, date of birth, gender and civil status. - **Government IDs** collects their TIN, SSS, PhilHealth and Pag-IBIG numbers — each with a **thumbs down** if they don't have it yet. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-46-12-5203-PM.png?width=670&height=378&name=image-png-Sep-29-2026-12-46-12-5203-PM.png) That never blocks activation: the number simply arrives blank for you to fill in, except TIN, which is generated for you because Sprout HR needs one to create the record. A generated TIN isn't typed over directly: use the edit (pencil) icon beside it to replace it once you have the real number. Nothing prompts you to, so it stays on the record until someone does.  ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-46-42-4648-PM.png?width=670&height=377&name=image-png-Sep-29-2026-12-46-42-4648-PM.png) All of it flows onto their employee record at activation, so nobody re-types it. ### Can new hires do all of this on their phone? Yes — the portal is built mobile-first, and they upload by choosing a file or dragging one in. ### Do new hires have to finish in one sitting? No. Progress is saved as they go, and they can come back later on the same device or a different one — they just re-enter their PIN. ### What file types and sizes are accepted? PDF, JPG, PNG, DOC and DOCX, up to 10 MB per file. Anything larger or in another format is turned away before it uploads, with a message saying what's accepted. ### What if a new hire doesn't have a document yet? Every required document has an **"I don't have this yet"** option. Using it lets them finish the rest without being blocked, and it tells your HR team the gap is real rather than forgotten. If they upload the document later, the flag clears itself. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-47-21-7755-PM.png?width=670&height=373&name=image-png-Sep-29-2026-12-47-21-7755-PM.png) ### Does uploading a document send it to HR straight away? No, and that's deliberate. An upload sits as **Ready to send** until the new hire presses **Submit** — so they can gather things across several visits and hand over only what they're happy with. Partial submits are fine; there's no one-shot deadline. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-47-46-7960-PM.png?width=670&height=375&name=image-png-Sep-29-2026-12-47-46-7960-PM.png) Once sent, a document shows as In review. The new hire can still pull it back with Unsubmit if they spot a problem, which takes it out of your team's review until they send it again — but once your team has verified it, they can't swap it. Only HR can reopen a verified document.  ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-48-16-4835-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-48-16-4835-PM.png) ### Are new hires reminded if they haven't uploaded everything? Yes — three times: 7 days, 3 days and 1 day before their start date, so you don't have to chase them yourself. A reminder only goes out if a **required document** is still outstanding. Optional documents never trigger one, and neither do unfilled ID numbers or personal details — the portal prompts the new hire for those as they go. A document they've marked **"I don't have this yet"** counts as settled for this purpose, so it won't keep the reminders coming; it moves to your follow-up list instead. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-48-36-4999-PM.png?width=670&height=368&name=image-png-Sep-29-2026-12-48-36-4999-PM.png) ### What if we invite someone only a few days before they start? They get whichever reminders still fall before their start date. Someone invited three days out gets the 1-day reminder only — earlier ones aren't sent retrospectively. Worth knowing if you tend to invite people late: the closer to the start date you invite, the fewer nudges they get. ### Do reminders stop once everything's uploaded? Yes. And if you later send a document back, the scheduled reminders don't restart — the new hire gets a separate email naming the document and your reason for sending it back, which is a clearer nudge than a generic reminder. A new hire who has stopped hearing from the scheduled reminders is normal, not a gap. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-49-03-8632-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-49-03-8632-PM.png) ### Can a new hire change their own email address? No — the secure link is tied to the email address you invited, and only an admin can change it. If you invited the wrong one, correct it on their record and **save the draft** — the change doesn't take effect until you do. Saving then asks whether to send a new invite: **Save and resend invite** issues a fresh link and PIN to the new email address, retiring the old one, while **Save without resending** corrects the record without emailing anything. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-49-36-0432-PM.png?width=670&height=373&name=image-png-Sep-29-2026-12-49-36-0432-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-49-48-2431-PM.png?width=670&height=376&name=image-png-Sep-29-2026-12-49-48-2431-PM.png) --- ###### Getting Help Questions about your setup go to your Customer Success Manager. 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