Paperless employee onboarding for Indian SMBs — profile setup, document collection, asset assignment, task checklists & welcome announcements. PF, ESI & TDS ready from day one.
Avani's Employee Setup module lets HR create a fully structured employee profile before the new hire even walks in — capturing personal details, emergency contacts, bank account information for salary credits, PAN and Aadhaar for TDS Section 192 and PF-ESI compliance, designation, reporting manager, department, and CTC breakdown. Indian SMBs often lose days to manual data collection via email and WhatsApp; Avani centralises it all in one form so payroll, attendance, and compliance are ready to run from the employee's first working day. Profiles link directly to the payroll engine, so PF at 12% of basic and ESI eligibility (gross up to ₹21,000) are calculated automatically without any re-entry.
Collecting offer letters, educational certificates, previous employer relieving letters, ID proofs, and bank documents from a new joiner is the most time-consuming part of onboarding for any Indian HR team. Avani's PortalRequest module lets HR raise a document or access request directly from the employee profile — the new hire receives a notification, uploads files from their self-service portal, and HR marks each item received or pending. Every document is stored against the employee record, accessible to HR and auditable — eliminating the scattered email threads and WhatsApp forwards that make document compliance a recurring headache for SMBs during PF, ESI, or labour inspection audits.
Issuing a laptop, SIM card, access card, or uniform on joining day is standard practice, yet most Indian SMBs track this on spreadsheets that go out of sync within weeks. Avani's Asset Management module lets HR assign one or more assets to a new employee at onboarding — linking the asset serial number, purchase value, and handover date directly to the employee record. When the employee exits, the same record shows what is pending return, preventing losses. Asset assignment is triggered within the onboarding workflow so nothing is issued without a record and nothing is forgotten on the first day.
A new hire's first week sets the tone for their entire tenure. Avani lets HR or the reporting manager create a structured onboarding task checklist — meeting the team, completing compliance training, submitting documents, configuring tools, shadowing a senior colleague — and assign each task with a due date and owner. Tasks appear in the employee's self-service dashboard and in the manager's task view, so nothing depends on someone remembering to remind the new hire. Task completion is tracked in real time, giving HR a clear view of onboarding progress across all new joiners simultaneously — particularly useful for companies that hire in batches.
First impressions matter. Avani's Announcements module lets HR post a company-wide welcome message for every new joiner — visible on every employee's dashboard the moment they log in. For Indian companies with multi-branch or hybrid teams, this replaces the awkward all-staff email introduction that most employees ignore. The announcement can include the new hire's role, team, and a brief note from the manager — creating an immediate sense of belonging. The same module is used to broadcast onboarding policy reminders, compliance deadlines, and any first-week instructions so new employees are never left wondering what to do next.
Fragmented onboarding — one tool for documents, another for assets, a spreadsheet for tasks, and an email for announcements — creates compliance gaps and a poor first-day experience. Avani unifies the entire onboarding journey: employee profile and CTC setup feeds payroll; PortalRequest collects statutory documents for PF, ESI, and TDS compliance; asset assignment is recorded and linked to the employee; first-week tasks are tracked in the same project management layer used by the whole company; and the welcome announcement reaches every employee instantly. Indian SMBs get a complete, auditable onboarding record without stitching together multiple tools or relying on HR memory.
Employee onboarding software is a platform that automates and structures the process of integrating a new hire into the organisation — from profile creation and document collection to asset assignment, task checklists, and welcome communications. Avani Business OS includes a complete paperless onboarding suite for Indian SMBs: structured employee profile setup (with PF, ESI, and TDS Section 192 compliance fields), PortalRequest for digital document collection, built-in asset assignment, first-week task checklists, and company-wide welcome announcements — all inside the same platform that runs payroll and attendance.
Avani's PortalRequest module lets HR raise a document request directly from the new employee's profile — specifying required items such as PAN card, Aadhaar, educational certificates, bank passbook, and previous employer relieving letter. The new hire receives a notification on their self-service portal and uploads each file digitally. HR tracks the status of each document — pending, uploaded, or verified — from a single checklist without sending a single email. All documents are stored against the employee record and are immediately available for PF registration, ESI registration, Form 16 preparation, and labour audit compliance.
Yes. Avani's Asset Management module is integrated with the employee profile so HR or IT can assign one or more assets — laptop, access card, SIM card, uniform, or any other item — at the time of onboarding. Each assignment records the asset serial number, current value, and handover date against the employee. When the employee resigns or is terminated, the asset module shows what is pending return — preventing losses that are common in Indian SMBs that track assets on spreadsheets. Asset assignment is part of the standard onboarding workflow, so it is never skipped.
HR or the reporting manager creates a task checklist inside Avani's task management module, assigning items such as: complete document submission, attend orientation, set up email and tools, meet department heads, shadow a senior colleague, and acknowledge the HR policy document. Each task has a due date, an assigned owner (employee or manager), and a status that updates when the task is marked complete. The employee sees the checklist on their self-service dashboard and the manager sees it on their task view — so onboarding progress is transparent, accountable, and does not rely on tribal knowledge or informal follow-ups.
When HR sets up a new employee's CTC in Avani, the salary structure — basic, HRA, special allowance, and other components — is configured in the payroll module. PF is automatically calculated at 12% of basic salary (employer and employee contributions), and ESI eligibility is checked against the gross salary threshold of ₹21,000. If the employee is eligible, both employee and employer ESI contributions (0.75% and 3.25% respectively) are included in every payroll run from the first month. PAN and Aadhaar collected via PortalRequest are used for TDS Section 192 calculation and Form 26Q filing — all automated within the same onboarding-to-payroll workflow.
Yes. Avani's Announcements module lets HR post a company-wide message welcoming a new employee — including their name, designation, department, and a note from the manager. The announcement appears on every employee's dashboard the moment they log in, so the entire company is introduced to the new hire without HR sending a separate email to every staff member. For Indian companies with multiple branches, remote employees, or large teams, this ensures the new hire is visible to the whole organisation from their very first day, building an immediate sense of belonging.
Yes. Avani allows HR to manage multiple new joiners simultaneously — each with their own profile, document request status, asset assignment, and task checklist. The onboarding dashboard gives HR a consolidated view of all active onboarding processes: which documents are pending, which tasks are overdue, and which employees are fully set up. Indian companies in manufacturing, IT services, retail chains, and BPOs that hire 5–20 employees at a time in batch cycles benefit particularly from this consolidated visibility — avoiding the manual tracking that causes compliance gaps and delays in payroll setup.
Yes. The employee profile created during onboarding in Avani feeds directly into the payroll module — CTC structure, bank account details, PF and ESI configurations, and TDS declarations are all captured at setup. This means that when HR runs the first payroll after a new hire joins, there is no manual re-entry or reconciliation needed. The employee receives their salary slip in their self-service portal and the employer's statutory obligations — PF challan, ESI challan, and TDS liability — are reflected automatically. Most Indian SMBs using Avani report that new hires are fully payroll-ready within 24 hours of profile setup.
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