HR and recruitment
Document exchange for HR and recruitment
How do you collect onboarding documents from a new hire securely?
The problem
What goes wrong when an hr team and the candidates and new hires who do not have a company account yet exchange documents today
A new hire has nowhere secure to send anything, yet
Before day one there is no company account to give them, so an ID document or a signed contract goes to a personal inbox instead.
Onboarding is chased one email at a time
A missing ID scan or an unsigned form gets tracked in a spreadsheet and chased individually, because there is no shared view of what is still outstanding.
A draft offer and the final one look identical in an inbox
An early negotiating draft and the signed final offer can sit in the same thread, with nothing marking which one is the real one.
What moves
The specific documents that pass between the two sides
Not documents in the abstract — these are the ones that actually show up.
- offer letters
- signed employment contracts
- identity and right-to-work documents
- background check consent forms
- payroll bank details
Three spaces
The same structure as every other setting, applied here
Private, Team and Shared. Built and available now.
Private
A draft offer or an internal HR note, before the candidate is meant to see it.
Team
HR and the hiring manager, working through an offer or an onboarding checklist together.
Shared
What the candidate can see — the finished offer letter and the onboarding documents they need to submit.
Documents and spaces
Available nowThree spaces per contact — Private, Team and Shared — with upload, moving a document between them, and page-by-page previews of PDFs, Word, Excel and PowerPoint files and images, converted on our own servers. Admins decide, per document, who can download it; every download is logged.
Document requests
In progressA checklist of what you need from someone, filling in as they upload against each line. Partly built; not finished.
Not built for this industry
One product, applied here — not a separate one
docivault is not built for this industry. It is built for the exchange — the private workspace, the contacts, and the three document spaces are exactly the same ones every other use case on this site uses. What changes here is who is on each side, what moves between them, and what a buyer in this setting needs to check before trusting a vendor.
Employment and right-to-work verification requirements vary by country — check what applies to your hiring before relying on any vendor. See /compliance and /subprocessors for what docivault actually holds today.
Education
Admissions files, transcripts and parent paperwork — the exchange, designed for people who are not staff and should not need an account of their own.
Read moreProfessional services
Accountants, lawyers and consultants exchange documents with clients all week. One example of what docivault is for — not the definition of it.
Read moreFinance
Statements, KYC files and signed forms — the exchange, and the planned record of who opened them.
Read morevs email
Email has no access control after send, no audit trail and a size limit. What you gain by moving the exchange off it, and what you lose.
Read more
Questions
What people ask about hr and recruitment
Can a candidate access this before they have a company account?
Yes — a candidate is a contact, not a company account holder, so they can be invited into their own Shared space before day one and never need company credentials to do it. This is built and available now.
Is docivault built specifically for recruitment?
No. It is built for the exchange between an organisation and someone outside it — a candidate here, a client or a patient elsewhere. Recruitment is one example, not the definition.
Does docivault handle right-to-work verification itself?
No. It gives you a place to collect the documents; verifying them against the rules that apply to your hiring is on you. Check /compliance and /subprocessors for what we actually hold.
Is the document exchange itself built yet?
Yes. Workspaces, contacts, the three spaces, uploading a document, moving it between spaces, viewing common formats page by page, downloads that an admin allows per document and that are always logged, comments and sharing by an expiring link are all built and available now. Document requests are in progress. Bulk import from Drive or OneDrive, and a way to browse or export the record of who opened a document, are not built.
Set up your workspace and add your first contact
Free to start, no credit card, and the people you exchange documents with are never billed.
- No credit card
- Free plan, no expiry
- The people you exchange with are free