Digitalize the Hiring Process: No More Mountains of Paper in Admin

Admin buried in paper

Picture this: it's May 1st, the hotel opens for the summer season. Thirty-five new employees arrive in one week. For each one, the HR office must collect: ID, tax code, IBAN, residence permit (if non-EU), HACCP certificate, safety training certificate, medical certificate, signed privacy form, contract in duplicate.

That's at least 9 documents for 35 people: 315 sheets to collect, verify, photocopy, and file. All while answering the phone, preparing mandatory notifications to the Employment Centre, and trying to sort out the first week's shifts.

It's no coincidence that the seasonal opening period has the highest rate of admin errors — and of burnout in the HR office.

The hidden costs of the paper process

Beyond the time spent (estimated at 45 minutes per new hire just for document collection), the paper process carries costs that are rarely accounted for: physical storage space, toner and paper, registered-mail charges, risk of lost documents.

Then there's the cost of non-compliance: a missing or expired document discovered during an inspection can mean thousands in fines. And retrieving a specific document from a late-2023 filing cabinet can take hours.

Digital onboarding: how it works in practice

With OneStaff, the process is flipped: the employee uploads their own documents — admin doesn't have to chase them. Before arriving at the property, the new hire receives a link with the required-document checklist. They photograph each document with their smartphone and upload it directly to the system.

Admin gets a notification for every uploaded document, verifies it, and approves with a click. The contract is generated by the system with pre-filled data and digitally signed. No photocopies, no filing cabinets, no registered mail.

Average time to complete a digital hire: 12 minutes of admin work versus 45 with the traditional process. For 35 seasonal hires, that's 19 hours saved — nearly 3 full working days.