Business tool builder

Build an onboarding portal
that runs from offer to day 90.

Tell Netiva how your company hires and the agent builds a web app for role checklists, policy sign-offs and equipment handoffs, previewed live and shipped as code you own.

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Starter prompt

Build an employee onboarding portal for a company hiring 10 to 20 people a quarter. Keep new hires with their job title, work location, start date, manager and the plan for their role. Each plan holds tasks with an owner team — new hire, manager, IT, facilities or payroll — and a due day counted from the start date, so −5 means five working days before. Hires sign in and see only their own checklist, grouped into before day one, week one and first 90 days. A task can carry a policy PDF or a short training video, and confirming it records who signed off, on which version and when.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this onboarding portal is for

The first week of a new job is still mostly email. An offer goes out, a welcome note follows, IT is pinged in a chat thread and someone copies last quarter’s checklist into a fresh doc. Two weeks in, nobody can say whether the joiner read the code of conduct or ever got a badge. An onboarding portal built with Netiva gives each hire one signed-in page: the tasks their role needs, in the order they need them, with due dates counted from their start date and a sign-off recorded when the hire confirms they have read a policy.

Key features

What your onboarding portal can do

  • Checklists built from the role

    Each hire is attached to the plan for their role, and the app copies the plan’s template rows into dated tasks for them. Due days are counted from the start date, so moving a start date moves the whole checklist with it.

    • One plan per role, reused for every hire in that job
    • Due days counted from the start date, before and after day one
    • Tasks grouped into before day one, week one and first 90 days
    • A manager can add a one-off task to a single hire

  • Policy and training sign-off

    A task can carry the policy PDF the hire has to read or the short clip they need to watch. Confirming it writes a sign-off holding the version in force, the signed-in account and the time.

    • Policy files and training clips held in the task collection
    • Confirmation stored against the hire, not buried in an inbox
    • The version in force written into every sign-off
    • A per-hire list of what is still unconfirmed

  • Equipment and access handoffs

    Laptops, accounts, badges and desks belong to other teams. Tasks owned by IT, facilities or payroll land on their own filtered list, so nothing waits on a chat message someone scrolled past.

    • An owner team on every task, not just the new hire
    • One open list per team, narrowed to the hires starting soon
    • A blocked status the owning team sets when a laptop is late
    • Onsite, hybrid and remote roles follow different plans, so badge and desk tasks fit each one

  • Reminders nobody has to send

    Scheduled emails tell a hire what is due this week and tell each manager what their joiners still owe. Anything past its due date lands on a board the HR partner who owns the plan works through.

    • A weekly email per hire listing what is due next
    • A Monday digest for managers and owning teams
    • Overdue tasks grouped by team on one board
    • Every hire signs in and sees only their own checklist
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

New hires

Everyone joining, with the date they start and the plan they follow.

  • Full name (required) Text
  • Sign-in email (required) A personal address works until IT creates the work one Text
  • Job title (required) Text
  • Work location (required) Onsite, hybrid or remote — recorded on the hire and shown to IT Text
  • Start date (required) Every due date is counted from this day Date
  • Manager email (required) Where the Monday digest goes Text
  • Plan (required) Relation to Onboarding plans
  • Stage (required) Preboarding, week one, first 90 days, complete Text

Onboarding plans

The reusable checklist for one role, kept by the HR partner who owns it; its template tasks live in Tasks.

  • Plan name (required) Warehouse associate, account executive, support engineer Text
  • Department (required) Text
  • Employment type Full time, part time or contractor — the kind of hire this plan covers Text
  • Kept by (required) The HR partner who keeps this plan current Text
  • Plan status (required) Active or retired; retired plans stay with past hires Text
  • Notes Paragraph

Tasks

A plan’s template rows and the dated copies on each hire’s checklist, with the team that owes each one.

  • Title (required) Text
  • Plan (required) The role checklist this row belongs to Relation to Onboarding plans
  • New hire Blank on a plan’s template rows; set when the checklist is created for a hire Relation to New hires
  • Owner team (required) New hire, manager, IT, facilities or payroll Text
  • Due day (required) Working days from the start date; −5 is five days before, 0 is day one Number
  • Task status (required) Not started, in progress, blocked, done Text
  • Policy file The document the hire reads before confirming File
  • Training clip Plays on the task page; a task can carry either Video

Sign-offs

The record that a named hire read a policy or watched a clip.

  • Task (required) Relation to Tasks
  • New hire (required) Relation to New hires
  • Kind (required) Policy read or training watched Text
  • Version (required) The version in force, such as Code of conduct v4 Text
  • Confirmed at (required) Date & time
  • Confirmed by (required) Filled in from the signed-in account Text

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • My onboarding

    What one hire owes, grouped into before day one, week one and first 90 days, with the next due item at the top.

    Signed-in users

  • Task detail

    One task with its policy file or training clip on the page and a confirm button that writes the sign-off.

    Signed-in users

  • Starting soon

    Everyone joining in the next 30 days, with their start date, plan and how much of the checklist is done.

    Your team

  • Hire detail

    One joiner’s full checklist for HR: who owns each open task, what is blocked and every sign-off already recorded.

    Your team

  • Plan editor

    The task list for one role, with owner teams and due days, so a change reaches the next hire in that job.

    Your team

  • Overdue

    Open tasks past their due date, grouped by owning team and sorted by how many days they have slipped.

    Your team
How it works

From prompt to a live onboarding portal

  1. Describe how you hire

    Tell Netiva which roles you fill, what a joiner does before day one and which teams issue laptops, accounts and badges. The agent drafts collections for hires, plans, tasks and sign-offs.

  2. Load one role’s plan

    Put a single role’s checklist into the collection grid, or paste your current steps and ask the collection assistant to draft the rows, then set the owner team and due day on each task.

  3. Walk it as a joiner

    Open the preview as someone starting in two weeks and read the checklist in order. Annotate anything that lands in the wrong week and the agent moves it before you invite a real hire.

  4. Publish and invite

    Publish in one click on your own domain, invite the next group to sign in and switch on the weekly emails. Later edits are checkpointed, so a change to a live plan is easy to roll back.

Why Netiva

Netiva vs a traditional build

Building an onboarding portal with Netiva compared with a traditional build
Criterion With Netiva Traditional build
New hire checklists Tasks created from the role’s plan, with due days counted from the start date A copied spreadsheet per joiner, emailed round and out of date by day three
Policy acknowledgment A confirm button that records the account, the version in force and the time Signed PDFs returned by email and filed in a folder somebody has to search
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A 40-person company hiring in quarterly groups

    Five people start on the same Monday. HR attaches each one to the plan for their role, and the starting-soon view shows which laptops and accounts are still open three days out, instead of five separate chat threads.

  • A distributed team hiring across time zones

    Nobody hands over a badge in person, so the checklist carries the shipment reference for the laptop, a buddy call to book in the first week and a written intro the joiner posts once their accounts work.

  • A manufacturer onboarding shift workers

    Joiners without a desk work through safety clips and PPE issue on a shared floor tablet or their own phone, and the plant lead sees which sign-offs are missing before anyone is put on a line.

Good to know

Before you build

  • Your HR system stays the record

    The portal tracks the checklist. Payroll setup, benefits enrollment and the signed contract belong in your HR or payroll system, and a task links to them with a due date rather than copying the data across.

  • Leave the sensitive fields out

    Don’t collect national ID numbers, bank details or scans of identity documents here. Ask for those in the system that needs them and keep the portal to checklist status, sign-offs and equipment, so there is less to protect and less to delete later.

  • Hiring paperwork runs on its own clock

    In the US, an employee must complete and sign Section 1 of Form I-9 no later than their first day of employment, and the employer completes Section 2 within three business days of the date employment begins. The portal carries the reminder; it doesn’t file the form.

  • The content is still yours to write

    Netiva doesn’t supply handbook text, policies or training clips, and it won’t bring over the checklists you keep elsewhere. Upload the files you already have to the task collection and the agent builds the portal around them.

Compliance note

Everything the portal holds — a hire’s name and sign-in address, their start date and manager, what they have completed and who signed which policy version and when — is personal data about a named employee. Collect only what the first weeks need, keep identity documents and payroll details in your HR system of record, tell hires what the portal stores, and remove records and access once onboarding is closed and your retention period has passed.

FAQ

Questions about building an onboarding portal

How does a new hire sign in before their first day?

Create the hire record when the offer is accepted and invite them with whatever address they can use — a personal one is fine for preboarding. Each hire signs in and sees only their own checklist, so the week-before items such as reading the handbook or choosing a laptop size can be done from home. Swap in the work address once IT has created it.

Can every role have its own onboarding checklist?

Yes. Each plan belongs to a role and department, and a hire is attached to one plan. Their tasks are created from it, so a warehouse associate and an account executive get different equipment, training and first-week meetings. Plans are edited in the collection grid, and a retired plan stays attached to the people who were onboarded under it.

What happens when someone’s start date moves?

Every task carries a due day counted from the start date rather than a fixed calendar date, so −5 is five working days before and 0 is day one. Change the start date on the hire record and the whole checklist shifts with it, including the reminder emails. Tasks already marked done stay done, and every sign-off keeps the time it was confirmed.

Does a confirmation in the portal count as a signature?

The portal records an acknowledgment: the version in force, the signed-in account and the time it was confirmed. That is what most handbook and code-of-conduct sign-offs are kept for. Whether it counts as a signature where you operate is a question for your own advisers, and for anything you want formally signed, such as an employment contract, keep using your e-signature provider and link to it from a task.

Do new hires need to install anything?

No. Netiva builds web apps that open in a browser, including on a phone, so a joiner can work through preboarding from home and a shift worker can watch a safety clip on a shared floor tablet. There is nothing to install and nothing to approve on a device. You send the link and they sign in.

Can the portal pull new starters from our ATS or HR system?

Netiva apps can call REST APIs with keys stored securely, so if your applicant tracking or HR system offers one, describe the connection to the agent — for example, creating a hire record when an offer is marked accepted. Check your provider’s API documentation first. Without an API, add hires in the collection grid or ask the collection assistant to draft the rows.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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