Temporary assignments
Staffing HR software · Onboarding
Staffing Agency Onboarding Software That Helps New Hires Prepare for Their First Assignment
Bring agency paperwork, assignment requirements and recruiter reviews into one onboarding process. Help temporary workers prepare before their first day.
- Agency paperwork
- Role-based checklists
- Mobile completion
One onboarding process for temporary, contract and multi-branch staffing teams.
Example · Tasks
3 of 4 complete
W-4Policies
Example · Status
Ready for review
Forms signed · Tasks done
Recruiter review pending
Trusted by leading companies
Staffing agency onboarding
How staffing agency onboarding works in HR Cloud?
Staffing agency onboarding software organizes worker forms, policy acknowledgments and assignment preparation. HR Cloud Onboard turns your temp worker onboarding checklist into tasks by role and location, so recruiters can follow progress and review missing items before the start date.
Every assignment has details to get right.
- Agency forms, client policies and worksite details all need to reach the worker.
- Missing documents or an unfinished training task can delay an assignment.
- Give each step an owner and follow completion before the planned start date.
New temp, starts Monday
Example record
1/4 complete
Onboarding checklist
- Agency paperworkComplete
- Required documentsMissing
- Client policiesAwaiting signature
- Site orientationNot completed
Onboard module · HR Cloud
3 remaining
Staffing agency onboarding
Every staffing onboarding step,
tracked in one place
Build checklists around your agency process, roles and locations. Assign each task to the worker, recruiter or reviewer.
Typical items staffing teams track:
Checklists
Agency and assignment checklists
Organize shared agency steps and the requirements your team selects for each role and location.
Work eligibility
Form I-9 and E-Verify
Keep I-9 tasks and your verification process within the onboarding workflow.
Approvals
Recruiter reviews and approvals
Assign reviewers, track approvals and follow up on incomplete onboarding tasks.
Documents
Worker documents and policies
Collect uploads and keep signed handbooks and policies with the employee record.
Orientation
Worksite orientation and training
Assign site instructions, safety acknowledgments and required training tasks to the right owner.
New-hire forms
W-4 and direct deposit authorization forms
Collect tax forms and direct deposit authorization details during onboarding for use in your payroll provider’s system.
How staffing agency onboarding works in HR Cloud
Give every temporary worker a clear path from the first form to recruiter review.
See what is complete, and what needs recruiter attention
- Track each worker’s onboarding stage and checklist progress in one dashboard.
- Follow incomplete forms, document requests and reviews across your agency.
- Give authorized recruiters and managers a clear view of their next steps.
Onboarding by stageSample data
- Forms requested5 hires
- Waiting on the worker3 hires
- Awaiting recruiter review4 hires
- Checklist complete6 hires
Onboard module · HR Cloud
Temporary employee onboarding software that works on a phone
Temporary workers can complete forms, upload documents and sign policies before arriving at the worksite. With Maya enabled, HR Cloud guides new hires through onboarding by text without an app download or HR portal login. Recruiters can follow progress and see where support is needed.
Onboarding software for staffing agencies with different needs
Returning workers
Use configured rehire checklists for the steps your returning workers need.
Multiple branches
Keep shared onboarding steps consistent across roles and agency locations.
Different client requirements
Configure workflows around the forms, policies and reviews each assignment needs.
Customer success
How staffing and multi-client teams use HR Cloud
See how teams organize onboarding, client workflows and employee records with HR Cloud.
Read the Medlinks Staffing case study
Mobile
guided employee onboarding
Healthcare staffing and services
Medlinks replaced paper-based recruiting and onboarding with guided workflows and mobile access. Recruit ATS gives the team visibility into candidate stages, helping it report hiring progress to clients.
Onboard
guided forms and tasks
Recruit ATS
candidate pipeline visibility
Read the Rehmann case study
~1,200
employees across client accounts
Accounting and business advisory
Rehmann manages onboarding, recruiting and time off across multiple client companies. Its team uses HR Cloud workflows configured for each client, supporting about 1,200 employees across 22–24 locations in four states.
22–24
locations across four states
Illustrative office photography
Read the Interim HealthCare case study
3
offices, one digital process
Healthcare staffing and home care
Interim HealthCare Sioux Falls moved paper employee files into one digital onboarding process across three offices. Recruiters review checklists and documents in one place, while returning employees retain their document history.
85%
2025 onboarding satisfaction
Keep workers connected beyond the first assignment
Bring recruiting, staffing agency employee onboarding, worker records and communication together with Recruit, Onboard, People HRIS and Workmates.
Recruit · Agency recruiting
Keep candidates and hiring teams moving.
- Applicant tracking
- Interviews
- Offers
Manage job openings, candidates and interviews in one applicant tracking system, then move accepted candidates into onboarding.
Explore Recruit ATS
Onboard · Staffing onboarding
Help workers prepare for their next assignment.
- Checklists
- E-signatures
- Reminders
Guide temporary and contract workers through forms, policies and assignment checklists. Give each task a clear owner and follow completion.
Explore Onboard
People HRIS · Employee records
Keep worker information in one place.
- Employee records
- Documents
- Self-service
Keep employee profiles, documents and job details together, with new-hire information carried forward from onboarding.
Explore People HRIS
Workmates · Employee engagement
Connect workers across locations.
- Communication
- Recognition
- Surveys
Share agency updates, recognize helpful work and gather feedback from workers across locations and assignments.
Explore Workmates
Carry new-hire information into the employee record, and keep your workforce connected with updates, recognition and feedback after onboarding.
Compare staffing agency onboarding options
Compare staffing agency onboarding capabilities. HR Cloud integrates with payroll providers; payroll processing remains with the payroll provider.
| Onboarding capability | Paper and spreadsheets | Payroll provider’s onboarding tools | HR Cloud |
|---|---|---|---|
| Separate lists | Varies by provider | Configurable | |
| Separate forms and files | Varies by provider | Yes | |
| Manual updates | Varies by provider | Yes | |
| Manual follow-up | Varies by provider | Yes | |
| Separate records | Varies by provider | Connected modules |
HR Cloud manages onboarding and integrates with supported payroll providers. Your payroll provider handles payroll processing.
Works with the systems you already use
- Start with Onboard and keep your current payroll platform.
- Connect staffing onboarding with supported payroll, HRIS and recruiting tools. Your payroll provider handles payroll processing.
- Confirm the available connections, supported fields and data flow for your setup.
Staffing agency onboarding software FAQs
Staffing agency onboarding software organizes the forms, documents and tasks temporary workers need before an assignment. It helps an agency collect new-hire information, share policies and track completion in one place. HR Cloud Onboard supports configurable checklists, electronic forms and document collection, with Maya available for onboarding by text. Your agency defines its requirements and reviews completion, while your payroll provider handles payroll processing.
A temp onboarding checklist should cover employment paperwork, required screening, client requirements and assignment details. Depending on the role, it may include Form I-9, Form W-4, state withholding forms, direct deposit authorization forms, policy acknowledgments and required training records. Add the worksite address, start time, supervisor contact, dress code and PPE instructions. HR Cloud Onboard can organize the forms and tasks your agency selects into configurable checklists.
The staffing agency is responsible for Form I-9 when it is the worker’s employer. The employee completes Section 1 by the first day of work for pay, and the employer or its authorized representative completes Section 2 within three business days. If the employment lasts fewer than three business days, Section 2 is due on the first day. A client generally does not complete a separate I-9 for an agency employee. Follow current USCIS and E-Verify guidance for the hiring arrangement.
Returning workers may need updated paperwork rather than a completely new onboarding packet. USCIS permits eligible rehires within three years of the original Form I-9 to use Supplement B; agencies must still check whether employment authorization needs reverification. Whether a gap between assignments counts as continuing employment depends on the circumstances. Review the new assignment’s policies, credentials and training needs. HR Cloud supports configured rehire checklists, but your agency decides what each returning worker needs to complete.
The staffing agency and the host employer share responsibility for temporary workers’ safety. OSHA explains that agencies may provide general safety training while host employers provide training on site-specific hazards and equipment. The exact responsibilities depend on the work and should be agreed between both parties. HR Cloud Onboard can organize training tasks and acknowledgments, while your agency and client remain responsible for ensuring workers receive the training required for the assignment.
Start with the agency’s shared forms, then add the documents, acknowledgments and tasks required for each assignment. Requirements may vary by role, location, client and state. HR Cloud Onboard supports configurable checklists and assignment rules using employee profile information, including location and position. Your agency should map its client requirements and confirm the proposed configuration with HR Cloud before launch, including how assignment details will be stored and which tasks each worker receives.
Text messaging gives workers a way to access onboarding without relying on a company email address. HR Cloud’s Maya guides new hires through onboarding by text, with prompts for forms, document uploads and policy acknowledgments, without an HR portal login. Recruiters can track progress in HR Cloud. Ask the team to confirm Maya availability, supported tasks and worker contact requirements for your setup before rollout.
You can use HR Cloud Onboard alongside your existing payroll platform and supported recruiting tools. HR Cloud integrates with payroll providers including ADP and Paylocity; your payroll provider continues to handle payroll processing. Available connections, supported fields and data flow depend on the systems and setup involved. Review your staffing ATS and integration requirements with the HR Cloud team before committing to a rollout, so the proposed workflow fits the tools your agency uses.
HR Cloud supports role-based permissions and configurable access to employee forms and individual fields. Access can also be limited using organizational settings such as locations, departments and divisions. Your agency should define what recruiters, branch managers and operations staff need to see, then confirm how those controls map to client accounts during setup. Review the proposed access model with HR Cloud before rollout, including any requirements for users outside your agency.
Request an HR Cloud quote based on your agency’s workforce, selected products and integration needs. Confirm how temporary workers, rehires and active headcount are counted, along with any implementation charges. Plan around six weeks for implementation, with the schedule agreed after reviewing your forms, workflows and connections. The proposal should also confirm Maya availability and the support included, so your team can plan the rollout with clear expectations.
Help your next group of temps prepare for day one
Bring us your staffing agency onboarding checklist, client requirements and current systems. We’ll show you how to build a process that fits your agency.