--- title: Employee Onboarding — FAQs: Verifying and Records --- [Skip to content](https://guide.sprout.ph/employee-onboarding-faqs-verifying-and-records#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: Verifying and Records ### What happens if a typed value and the scanned document disagree? The new hire types their government ID numbers themselves, and your team reads the documents while reviewing them. If a number doesn't match its document, correct it on the activation screen — the numbers stay editable there right up until you activate. There's no automatic comparison: your team is the check, and nothing is changed for you. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-55-07-9186-PM.png?width=670&height=376&name=image-png-Sep-29-2026-12-55-07-9186-PM.png) ### What does each document status mean? - **Pending** — nothing submitted yet - **In review** — submitted, waiting on your team - **Verified** — approved by your team - **Re-upload requested** — sent back, with your reason - **Waived** — accepted as met without a file - **Synced** — pushed across to the employee's Sprout HR record ### How do we send a document back? Flag it with a short reason, and flag as many as you need to. When you're ready, **Send re-upload request** sends the new hire one email listing everything you've flagged and why — not one email per document. Until you send, nothing reaches them, so you can change your mind. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-55-33-1421-PM.png?width=670&height=373&name=image-png-Sep-29-2026-12-55-33-1421-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-55-47-9525-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-55-47-9525-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-55-59-5795-PM.png?width=670&height=373&name=image-png-Sep-29-2026-12-55-59-5795-PM.png) On their side, those documents show as Re-upload needed, with your reason displayed on the document itself — and repeated in the email they receive.  ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-56-33-0270-PM.png?width=670&height=372&name=image-png-Sep-29-2026-12-56-33-0270-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-56-42-5734-PM.png?width=670&height=375&name=image-png-Sep-29-2026-12-56-42-5734-PM.png) ### Can we accept a document as missing? Yes — **Waive** it. It's for documents where there's nothing to review: never uploaded, or one the new hire has flagged as unavailable. Waiving a required document asks you to confirm, and it's added to your **To-Dos** so it isn't forgotten — a waive defers a document, it doesn't close it. And it's reversible: **Revert waive** puts the requirement back if you decide you need the document after all. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-57-01-0794-PM.png?width=670&height=373&name=image-png-Sep-29-2026-12-57-01-0794-PM.png) ### Can we undo a verification or a waive? Yes, and the document goes back to being reviewable. Nothing is overwritten — the original approval stays in the history and the reversal is recorded as its own entry. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-57-22-4341-PM.png?width=670&height=377&name=image-png-Sep-29-2026-12-57-22-4341-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-57-31-6958-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-57-31-6958-PM.png) ### Can we approve several documents at once? No. Each document is reviewed on its own in this release. ### Can we upload a document ourselves? Yes — **Upload for hire**, for anything handed to you in person. It's available from the start, on any item that hasn't been synced yet, required or optional; you don't have to wait until the new hire is activated. You can attach several files to one requirement, the same as the new hire can — so a two-sided ID or a multi-page document doesn't need combining first. Your upload is verified automatically, since you're the one filing it, so there's no separate approval step. Two things it won't let you do directly: on a **waived** item, or one you've already **verified**, there's no upload button — revert it first, then upload, so each decision is recorded separately. And once a document has been **synced** to Sprout HR it's locked here for good. ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-57-55-1180-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-57-55-1180-PM.png) ![](https://guide.sprout.ph/hs-fs/hubfs/image-png-Sep-29-2026-12-58-04-5473-PM.png?width=670&height=374&name=image-png-Sep-29-2026-12-58-04-5473-PM.png) --- ###### Getting Help Questions about your setup go to your Customer Success Manager. 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