Digital admission: what it is, how to do it and advantages

With an eye on industry 5.0, or HR Digital has been gaining space when equipped with technologies that increase the department's efficiency and productivity. In this context, digital admission emerges, an intelligent and contemporary response to the challenges associated with the conventional hiring process.

In a scenario where 20.5 million people Are in occupations with the potential to be carried out remotely, digital admission plays an even more crucial role. It not only meets modern recruitment needs, but it also signals the company's willingness to embrace digital transformation and innovation.

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What is digital admission?

Digital admission is a method that relies on digital technologies to simplify and accelerate the hiring process for new employees. It simplifies the entire hiring cycle for new talent, from the recruitment phase to the first day of the employee's integration into the organization.

By eliminating the need for paper documents and manual signatures, digital admission allows candidates to submit their data and documents electronically through online platforms. In addition, this approach provides an additional layer of security at a traditionally bureaucratic stage.

This results in a more efficient experience, both for candidates and for Human Resources departments, who can concentrate their efforts on strategic tasks, rather than dealing with the bureaucratic part of the admission process.

What is the difference between traditional and digital admission?

Compared to the traditional approach, digital admission offers a series of benefits, taking advantage of the tools and agility provided by technology. Let's take a look at the main differences between these two methods below.

Physical documentation vs. digital documentation

While traditional admission involves the use of physical documentation, such as paper copies of identification documents and contracts, digital admission uses digital documents, which are completed, signed and sent electronically, eliminating the need for paper and facilitating organization and storage.

Data Collection

Traditional admission requires the manual completion of forms, often in person at the company's premises, which can be time-consuming and susceptible to typing errors. Digital admission, on the other hand, offers an online and remote process, allowing talent to apply from anywhere and at any time, resulting in greater convenience and accuracy. 

Process speed

In traditional admission, the process tends to be slower, due to paper flow, the need for physical mailing, and the reliance on communications during business hours. While in the digital one, once the communication is done digitally and the documents are transmitted electronically, the waiting time for hiring is significantly reduced.

What is the importance of digitizing the admission process in your company?

The digitalization of the admission process is a strategic initiative that transcends the mere modernization of internal procedures. It represents a proactive approach to dealing with the contemporary challenges of hiring talent and, at the same time, creating a favorable environment for both candidates and the company itself.

In terms of operational efficiency, digital admission is a fundamental transformation. The automation of manual and repetitive tasks streamlines the collection of information, the review of documents, and the formalization of contractual agreements. This results in a more fluid workflow, reducing the need for manual intervention and minimizing errors.

The time saved not only boosts the admission process, allowing new employees to quickly join the team, but it also frees up internal resources, which can be directed to more strategic activities.

It's not for nothing that 85% of companies intend to modernize their admission process. Of this total, 47% are already implementing innovative solutions, as shown in the following graphic:

Improving the candidate experience is another notable benefit of digitization. After all, today, job seekers expect simplified and accessible processes that are aligned with the digital age. Digital admission offers this experience, allowing candidates to fill out forms, submit documents, and sign contracts conveniently and remotely.

This creates a positive impression from the start, reflecting the company's modern culture and influencing candidates' perception of their commitment to innovation and convenience.

This image reinforces the company's appeal to candidates seeking progressive and technologically engaged work environments, attracting high-quality talent and fostering the creation of highly qualified teams.

What are the main advantages of taking a digital admission?

Digital admission offers a number of significant and impactful benefits, both for candidates and HR managers.

Check out some of them:

security

The digitization of the admission process involves the use of secure storage systems and digital signatures, which protect candidates' confidential information. Not only does this minimize the risks of data loss or leak, but it also complies with data protection regulations, ensuring legal compliance and candidates' trust.

In addition, by storing this data in an appropriate place, it can be shared quickly, practically and reliably with professionals who take care of tax obligations, such as accountants.

This also applies to information that needs to be sent to the Federal Government, through eSocial. With good management software, an employee's admission procedures will be in accordance with legal parameters.

Agility

Speed is an important word when it comes to admission processes. After all, finding the ideal collaborator can be time-consuming, but it is necessary to use common sense to not burden your own professionals and even lose good names to the vacancy.

Second Locomotive Institute survey, 37% of companies have already lost candidates for a job opening due to excessive red tape and delayed admission.

With the adoption of digital admission, it is possible to streamline the entire hiring cycle, from the collection of data and documents to the formalization of signatures. This results in a faster and more efficient process, allowing new employees to start contributing to the team in less time and so that candidates are not frustrated by the delay in the process.

Practicality

The convenience of digital admission is reflected in several dimensions. For candidates, the ease of filling out personalized forms online and the electronic submission of documents dispense with the inconvenience of face-to-face visits or sending physical copies. This remote approach respects candidates' flexibility and schedules, ensuring a more convenient and friendly experience.

On the other hand, Human Resources teams also reap the fruits of this practice. Electronic data processing minimizes transcription errors and reduces the time needed to compile and organize information. In addition, direct integration with internal systems streamlines data transfer and preparation for the arrival of the new employee.

Sustainability

Digital admission has a direct impact on reducing paper consumption, eliminating the need for excessive printing of forms, resumes, and related documents. This not only preserves the trees and minimizes the company's carbon footprint, but it also contributes to the conservation of valuable natural resources. In addition, by eliminating the physical transport of documents, digital admission reduces carbon emissions resulting from travel and travel, promoting even more sustainable practices.

In addition to direct environmental benefits, digital admission contributes to a greener and more conscious corporate image. In a world where consumers and job seekers increasingly value sustainable practices, the adoption of digital admission reinforces the company's reputation as a leader in environmental responsibility. This can have a positive impact on customer perceptions, business partners, and even the appeal to talent, who may be attracted to companies that demonstrate a visible commitment to ecological values.

relationship

Through digital admission, companies can provide clear and detailed information to new employees before they even join the team. This creates a sense of confidence and preparation, allowing new employees to arrive on their first day already familiar with the company's culture, policies, and procedures. This first step helps establish a solid foundation for a productive and harmonious relationship.

In addition, digital admission facilitates the exchange of information between the company and the new employee on a continuous basis. Electronic systems allow for quick updates and instant sharing of relevant information, ensuring that everyone involved is on the same page. This effective communication flow strengthens the employee's perception that their needs and concerns are valued and that they are joining a company committed to transparency and collaboration.

How to do a digital admission process?

In practice, digital admission begins with the adoption of software that offers this feature for HR management. Currently, there are several software that can be used, such as Gupy And the Convenia. These software will make it possible to automate and digitize the admission process, including the collection of information from candidates and the integration of new employees online.

When searching for the ideal digital admission platform for your company, remember to:

• Map the current admission processes in the company: by analyzing existing workflows, it will be possible to identify key resources that can be optimized through digital admission.
• Examine legal requirements: know the legal requirements and make sure that the tool you choose complies with these regulations.
• Understand the costs: compare the costs and services available to make an informed decision.
• Assess market trends: be aware of the trends and innovations in the market, and understand how they can contribute to the digital admission process.
• Compare resources: choose the platform that addresses the issues identified in the mapping phase, aligning with the company's specific needs.

In general, once the most suitable candidate for the position is identified, the company shares the form along with information about the position, description, salary, and the benefits offered.

The future collaborator attaches the requested documentation and completes the online forms. After collecting the data, the Human Resources department examines and validates the information, forwarding it to the accounting department for integration into eSocial.

With this stage completed, it remains for the new employee to attend as scheduled to start their activities, or, in the case of a home office or telecommuting, to be available at another designated location.
It is worth noting that numerous tools can help HR in the digital admission process, not just software dedicated to this practice. Some of these technologies were scored by the managers interviewed in the report”The new normal of work in large Brazilian companies“:

Online document management and electronic signature in digital admission

When we think about the collection of data and documents up to the formalization of signatures for digital admission, it is essential to have a platform that simplifies and streamlines these processes.

Through Clicksign's electronic signature solutions, your company can create and submit admission documents digitally, eliminating the need to print, manually sign, and scan papers. Candidates can access documents from anywhere and sign them electronically, with legal validity and security.

Clicksign also offers document tracking and management features, allowing your company to track the status of the signatures, know when the documents were viewed, and verify the integrity of the process.

The platform also complies with data security regulations and standards, providing a reliable environment for exchanging sensitive information and storing documents.

Automate document creation in digital admission

In addition, Clicksign offers solutions such as Clicksign Automation, for example, which allows the automated creation of contracts through intelligent forms.

In this case, the form is sent to the new employee via e-mail, SMS or Whatsapp. Based on the data collected, the admission contract is created and is available for digital signature by both the new employee and HR. As the last step in this process, the platform stores the document in the cloud.

Check out how Clicksign Automation works in practice:

https://www.youtube.com/watch?v=6-K4IqyVqwU

Start sending documents for signature now! Understand how to revolutionize your admission process by trying Clicksign for 14 days, without the need for a credit card. Click here!