Paperwork across personal email
New hires photograph their W-4 on the kitchen table and reply to the offer email with ID scans attached, or without them.
For HR teams and recruiters
New hire paperwork, in before day one.
New hires, candidates and contractors: send each person one list through a private link, set the due date before their start date, and let reminders chase what's missing.
Last updated
Day one waits on forms in someone's inbox.
The offer is accepted. Then tax forms, ID copies and bank details trickle in from personal email.
Chasing up to the start date
You email, then call, then email again. Some forms still arrive on the morning of day one.
No clear view of who's ready
Every new hire and candidate tracked by hand in a sheet that's always a few days behind.
How it works
Four steps, for every new hire.
The same way of working for employees, candidates and contractors.
-
1
Pick a template
One list for each kind of hire.
Start from your new hire, candidate or contractor template, then add, remove or rename documents for this person.
Create a template -
2
Send a private link
New hires upload from their phone.
Your new hire opens the link on any device and uploads each document against its item. No account, and their progress is saved.
Copy or share the client link -
3
Let reminders follow up
Only what's missing, on a schedule.
By default, reminders go out 3 and 7 days after you send the request and shortly before the due date, listing only what's outstanding.
How automatic reminders work -
4
Review each file
Approve it, or ask for a clearer copy.
Approve each document, or ask for a replacement with a note your new hire sees next to that item. Earlier versions stay in the history.
Review and approve uploads
Start from your new hire, candidate or contractor template, then add, remove or rename documents for this person.
for Rowan Kessler · Due 3 Nov
Private upload link · what Rowan Kessler seesNo account needed
P
Pellmont Logistics
Documents requested for
Due 3 Nov
Upload a few, leave some missing, then see what the reminders do.
Default schedule
Features
Everything onboarding needs. Nothing it doesn't.
A template for each kind of hire
Build your new hire, candidate and contractor lists once, then start each request from the one that fits.
Create a templateA link, not another login
New hires open it on their phone, upload each form against its item and come back later to finish. Their progress is saved.
Copy or share the client linkDue dates before the start date
Set each request's due date a few days before the person starts. It turns amber in its last three days and red once it's overdue.
Due dates and overdue requestsReplacements with a note
An unsigned form, a cropped ID, one page of two: ask for a replacement with a note shown next to that item.
Ask a client for a replacement fileOne workspace for your team
Growth and Pro
Invite your HR team and recruiters, assign each request to whoever is onboarding that person and see who reviewed what.
Invite your teamBranded upload page
Growth and Pro
Your logo and accent colour on the upload page and in the emails your new hires receive.
Add your logo and brand colourZIP download for your records
Download a new hire's documents as one ZIP for your HR system. GarnerDocs deletes them after your retention period.
Download all files as a ZIPBefore day one, not on it
In GarnerDocs, each new hire is added as a client: a name and an email address. Send their request when the offer is accepted, with a due date a few days before they start. Recruiters can do the same for each candidate they place.
Your templates are typical examples to tailor to each role, not a list of what anyone is required to provide.
Form I-9 stays with you
Form I-9 is the employer's to complete. Under USCIS rules, you examine your new hire's original, unexpired documents, in person or, if you're an E-Verify employer in good standing, remotely under the alternative procedure. Copies uploaded to GarnerDocs don't replace that examination. See I-9 Central and Remote Examination of Documents on uscis.gov (checked on 19 October 2026). This page isn't legal advice.
Keeping personal documents private
Files are stored privately with encryption. Only your team can download them, through a link that expires shortly after. Each upload link ends in a long random code that GarnerDocs doesn't keep in readable form, and you can reset a link so the old one stops working. Files are deleted after the retention period your team chooses, and personal data isn't sold or used to train AI models. The Security page has the details.
GarnerDocs doesn't claim to meet any employment or record-keeping rule. Confirm the measures above against your own obligations.
What GarnerDocs doesn't do
GarnerDocs does one job: getting documents from your new hires and candidates to you, complete and checked. It isn't an HR system or an applicant tracking system, and it doesn't connect to either. It doesn't run background checks, complete Form I-9 or use E-Verify, and it doesn't send offer letters for e-signature. Download the files into the system you already use.
Questions
Do new hires need to create an account?
No. New hires and candidates open the private link you send them and upload directly. There's no registration and no password to remember.
Can new hires upload from their phone?
Yes. The upload page works in any browser. A photo or a PDF uploads like any other file, several at once, up to 25 MB each. Tick HEIC on a document for photos in the iPhone format.
Does GarnerDocs complete Form I-9 or use E-Verify?
No. Form I-9 and E-Verify stay with you. GarnerDocs can collect copies of documents, but USCIS rules have the employer examine the original documents, and a copy doesn't replace that.
Does it connect to our HR system or applicant tracking system?
No. When a request is complete, download the files one by one or as a ZIP and add them to the system you already use.
How long are files kept?
For the retention period your team chooses: 30, 90, 180 or 365 days after a request is completed. Then they're deleted, and the workspace owner is emailed 14 and 3 days before. Download what you need to keep into your own records first.
Related
-
Use case
New hire paperwork
For HR teams and office managers: send each new hire one checklist when the offer is accepted, set the due date before their start date, and let reminders chase what's missing.
-
Opinion
Why clients shouldn't email passports, IDs and bank statements
Why ID scans and statements in inboxes are a risk for any business, what the FTC and the ICO say, and three alternatives, fairly.
-
Compare
GarnerDocs vs email attachments
Email is free, and every client already knows how to attach a file. Here's what it costs you in chasing time and risk once you collect from more than a few clients.
Spend less time chasing. More time doing the work that matters.
Make document collection the easiest part of working with your clients.
Start your free trial
No credit card required.