---
title: "Step-by-Step: Completing Onboarding (New Hire)"
---

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# Step-by-Step: Completing Onboarding (New Hire)

**This section is written for the new hire** — from here on, "you" means them, not you. Share it as-is, or read it yourself to see exactly what they're looking at when they call you.

### Getting in

1. You receive an email with a **link and a PIN**, sent to the personal email address HR invited.  
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-50-4104-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-50-4104-PM.png)
   
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-53-2808-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-53-2808-PM.png)
2. Open the link, then read and accept the **privacy notice**.
   
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-52-2752-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-52-2752-PM.png)
3. Enter the PIN.
   
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-49-9735-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-49-9735-PM.png)

There's no account to create and nothing to install. The portal works on a phone as well as a computer — there's no *Take a photo* button, but on a phone the file picker usually offers your camera, so photographing a document and choosing it from your gallery is fine.

### Filling in details

Before uploading anything, complete two short sections:

1. **About you** — middle name, contact number, date of birth, gender, civil status.
2. **Government IDs** — your TIN, SSS, PhilHealth and Pag-IBIG numbers. Entering them here is what saves HR typing them later.
   
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-50-9194-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-50-9194-PM.png)

These save as you go and appear on the HR side straight away.

**Don't have one of the ID numbers yet? You're not stuck.** Give it a **thumbs down** — no TIN as a fresh graduate, for instance — and carry on with the rest. Your HR team completes it from their side.

This is a different control from the **"I don't have this yet"** you'll meet on your documents further down, and it works differently — so don't go looking for the same wording here.

### Uploading documents

1. Work down the checklist you've been assigned.
2. Attach your files — PDF, JPG, PNG, DOC or DOCX, up to 10 MB each. You can attach **more than one file to a single requirement**, so the front and back of an ID or a multi-page document can go in together.  
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-54-3896-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-54-3896-PM.png)
3. Any required document you don't have yet can be marked **"I don't have this yet"**, which lets you finish the rest without being blocked. Anything marked **Optional** you can simply leave — no action needed, and your checklist still completes.
   
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-53-8732-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-53-8732-PM.png)

### Submitting for review

1. Press **Submit** when you're ready — nothing reaches HR until you do. You can submit in batches rather than waiting until everything is ready.  
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-54-3896-PM.png?width=624&height=351&name=undefined-Sep-29-2026-12-21-54-3896-PM.png)
2. A submitted document shows as **In review**, and your progress bar moves as you go.
3. If you spot a mistake, **Unsubmit** pulls a document back to draft so you can replace it — but only until HR verifies it. Once verified, it's locked to you, and only HR can reopen it.

![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-51-7592-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-51-7592-PM.png)

### If a re-upload is requested

1. You get one email listing every document HR flagged, with the reason for each.  
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-51-3749-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-51-3749-PM.png)
2. Those documents show as **Re-upload needed** on your checklist, with HR's reason for each one displayed underneath it.  
   ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-29-2026-12-21-52-7509-PM.png?width=670&height=377&name=undefined-Sep-29-2026-12-21-52-7509-PM.png)
3. Replace the files and submit again.

**Your link stays open for as long as you have anything outstanding** — including after you've been activated — so late documents can still come through it. It isn't time-limited: what protects it is the PIN, the lockout after repeated wrong entries, and the re-prompt after a spell of inactivity.

### Status Reference

#### Onboarding statuses

Shown per new hire, on the onboarding list.

- **Pending invite** — created, not yet invited
- **On track** — invited, progressing normally
- **At risk** — starting in less than 3 days with the checklist less than 80% complete
- **Overdue** — past their start date and not yet activated
- **Ready** — every document dealt with and the HR details complete, so activation is available
- **Activated · Docs pending** — employee record created, but a required document is still outstanding
- **Activated** — employee record created in Sprout HR

#### Document statuses

Shown per document, on the review screen.

- **Pending** — nothing submitted yet
- **In review** — submitted, waiting on HR
- **Verified** — approved by HR
- **Re-upload requested** — sent back, with a reason
- **Waived** — accepted as met without a file
- **Synced** — pushed across to the employee's Sprout HR record

### Getting Help

Questions about your template go to your Customer Success Manager. If something looks wrong, contact Sprout Support and tell us which new hire it concerns. Common questions are answered in <https://guide.sprout.ph/employee-onboarding-faqs?hsLang=en>[Employee Onboarding — FAQs](https://guide.sprout.ph/employee-onboarding-faqs?hsLang=en).

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    - [FAQ's](https://guide.sprout.ph/command-center?hsLang=en#faqs)

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