Every joiner and leaver, the same good way

Excel and manual process vs PeopleVio

Designing your onboarding checklist

PeopleVio starts you with a sensible default onboarding checklist and lets you edit it into your own. The default covers the welcome email with first-day details, creating the login and portal access, issuing a laptop, ID card and other assets, adding the employee to payroll with a salary structure, uploading ID proof, adding bank details and an emergency contact, accepting company policies, and an introduction to the manager and team.

Each task is marked for HR or for the employee, so it's clear who has to act. When a new hire joins, their checklist is copied from the current template. If you change the template later, checklists already in progress stay as they were — so nobody's onboarding changes halfway through.

Self-service makes onboarding faster

The slowest part of onboarding is usually chasing documents and details. In PeopleVio, new employees log in with a temporary password, set their own, and complete their profile themselves — personal and identity details, education, emergency contacts and bank account — and upload documents into categories such as identity, education and certifications.

Nothing they change on their official record is applied until an admin approves it, so HR stays in control of the data while the employee does the typing.

Assets: issue on day one, recover at exit

Laptops, phones, ID cards and other equipment are tracked in PeopleVio's asset inventory with category, purchase cost, vendor and warranty details. Issue an asset to the new hire as part of onboarding, and it appears on their profile; employees can see exactly which assets are assigned to them.

When someone leaves, you can see what they hold and mark each item returned, sent for repair or retired. Every change is recorded in the asset's history, which makes the asset-return step of offboarding a quick check rather than a hunt.

Offboarding and resignations

Exits follow the same structure as joining. The employee submits a resignation with a reason and proposed last working day. An admin approves or rejects it, and once approved, the employee is marked inactive automatically. A pending resignation can be withdrawn.

The offboarding checklist then guides the exit: accepting the resignation and confirming the last working day, handover of work and documents, return of laptop and ID card, revoking system access, the exit interview, the full and final settlement and issuing the relieving and experience letter. Like the onboarding template, you can edit it to match your process.

A first-week plan for every new hire

The first week sets the tone for the whole job. A simple, repeatable plan — reflected in your onboarding checklist — means every new hire gets the same good start, whoever is running HR that week.

• Before day one: welcome email, login created, laptop and ID card ready
• Day one: introductions, workspace, how attendance and leave work, key policies
• Day one: the employee completes their profile and uploads documents
• Week one: salary structure set up, tax regime and declarations submitted
• Week one: PF and ESI details added to the employee record
• Week one: first tasks and first goals agreed with the manager

Compliance steps during onboarding

Onboarding in India carries statutory work that's easy to miss. PF applies from the date of joining, so the employee needs to be added to your establishment — with their existing UAN or a new one — in the first month. ESI registration for eligible employees is generally due within days of joining. Previous employer income for the year matters for TDS, and the employee's tax regime should be chosen early.

PeopleVio keeps the details that matter on the employee record — UAN, PF member ID, previous UAN, ESI details, joining date — so PF and ESI are calculated correctly from the first payroll. UAN generation and ESIC registration themselves are done on the government portals; add them as tasks in your onboarding checklist so they're never forgotten.

Onboarding for remote and multi-location hires

Not every new hire walks into the head office on day one. For employees joining at a branch, a site or from home, a checklist matters even more, because the HR person isn't in the room.

Everything in PeopleVio's onboarding works from a browser: the new hire logs in, completes their profile, uploads documents and accepts policies wherever they are, and HR tracks progress on the checklist. Assets can be issued and recorded against their name even when shipped, and attendance works from day one through geofenced check-in at their location or the biometric machine at their site. The same template applies to everyone, so a hire in another city gets the same start as one at head office.

Making onboarding better over time

The first version of your onboarding checklist won't be perfect, and it doesn't need to be. What matters is that every new hire goes through the same process, so you can see what works and improve it.

In PeopleVio, you can see each joiner's checklist progress and which tasks are still open, which quickly shows where things get stuck — documents not uploaded, assets not issued, payroll setup left for the last day. When you spot a gap, add a task to the template, and every future joiner gets it. Ask new hires after their first month what was missing, and turn their answers into tasks.

Over a few months, the checklist becomes a record of how your company onboards people well — one that doesn't depend on any single person remembering every step, and that new HR team members can follow from their first day.

Employee onboarding software price in India

PeopleVio is priced per active employee per month, starting at ₹59 on monthly billing or ₹49 billed annually, with lower rates for larger teams. Here's what a typical team pays each month:

Prices exclude GST. See the pricing page for every tier.