Gamfi for HR · Module
Electronic new-hire paperwork, from form to signature
In the Gamfi platform, starting documents are created, routed and signed electronically as a step in onboarding. The employee enters their details once, from their phone, and day one stops being the day you sign a stack of paper at an HR desk.
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How it works
Document flow built into the employee's path.
- 1
The system knows which documents are needed
The set depends on the role, the type of contract and the location.
- 2
The employee fills in and signs online
They fill in personal details, declarations and consents from their phone, and sign electronically.
- 3
Missing items chase themselves up
Reminders go to the employee and their manager for as long as a document is missing.
- 4
The complete set goes to your documentation
We pass signed documents to your personnel documentation – via API or export, with no scanning and no retyping of data.
More, because it is one system
Signature vendors sell you just the signature; HR systems sell you just the routing. Handling the paperwork together with onboarding saves you retyping the same data twice.
Documents are a step in onboarding, not a separate task
The paperwork sits on the same path as induction training and meeting the team. HR sees where a new hire stands in one place – both in their documents and in their onboarding.
What the employee enters once keeps working
The same data feeds into the next documents and carries on to your HR system. Nobody fills in a second version of the same table a week later.
Every document has its own history
When it was sent, who opened it, when it was signed and which template version it used – all recorded in a log that can't be changed after the fact.
A customer in this category: Grupa Atalian – the formal side of hiring runs in Gamfi, from referral for medical check-ups to the consents required at hiring.Case study: Grupa Atalian →
Describe your need
Describe the situation in your own words – we will write back with how the Gamfi platform answers that challenge. You decide about a meeting after you have read the answer.
What you get in Gamfi
Everything a dedicated document-flow tool gives you – in the same place where you already run onboarding.
Documents assembled from a template
- Templates by role and type of contracta different set for an employment contract than for a civil-law contract
- Data inserted into the document automaticallyfrom a form the employee filled in earlier
- Template versions: draft and the version in forcechanging the template doesn't touch documents already issued
- Documents generated for a whole group at onceeveryone starting in September, in a single action
- The starting set as a single packagethe employee gets the whole set, not five separate messages
Data and consents from the employee
- Personal details formfilled in from a phone, before day one
- Consents saved separately, with a versionyou know exactly which wording of the consent someone agreed to
- Attachments uploaded by the employeea medical certificate, an employment certificate, a bank account number
- Data entered once, used across multiple documentsno three versions of the same table
- Logging in without a company emaila one-time link to a personal address or by text message
Signature and closing out the paperwork
- Electronic signature for starting documentswe set this up as part of the rollout, matched to your list of documents
- A document as a step in the onboarding paththe process doesn't move on while a declaration is missing
- Reminders about missing items by email and text messagethey come back on their own, without phoning down a list before the end of the month
- Escalation to the manager and HRwhen reminders to the employee aren't enough
- Deadlines required before someone can start workinitial medical check-ups and health and safety induction training, with an alert as the date approaches
Oversight and audit trail
- An audit log that cannot be alteredan entry cannot be changed or deleted after the fact
- History for every documentsent, opened, signed – each with a date and a name
- Access to documents by roleHR sees different data than a line manager
- Document progress alongside onboarding progressone employee profile, not two systems
- Data processed within the European Unionno transfer outside the EEA
Data keeps working
- Handover of the document to your personnel documentationvia API or export, together with the signing history
- Data carries on to your HR systemyou don't fill in the employee record by hand a second time
- Data carried over from recruitmenta candidate and an employee are the same person, not two records
- API and webhooks to your systemsyour HR and payroll system stays exactly where it is
- Importing people and structure from a filewith an error report for every row
Common questions
Open the one that applies to you.
Can an employment contract be signed electronically?
Yes, but only with a qualified electronic signature. The Polish Labour Code requires written form for an employment contract, and in electronic form only a qualified electronic signature satisfies that requirement – a trusted signature via Profil Zaufany (Poland's free government e-signature system) is not enough. A mixed approach is also allowed: the employer signs electronically and the employee signs by hand.
Do you provide that qualified electronic signature?
We don't issue our own certificates – we plug a qualified electronic signature into the process from a trust service provider, and we agree with you which one we'll use before signing the contract, not after. For declarations, consents and data forms – which is most starting documents – a simple electronic signature is enough, and the employee doesn't have to buy that anywhere.
Can an employee without a computer complete the paperwork?
Yes. They log in with a link from a text message or to a personal email address, fill in the forms and sign from their phone, through the browser. They don't need a company account or an app to install – in retail, logistics and hospitality, that's the situation for most new hires.
Do you keep the personnel file for us?
No. The personnel file stays exactly where it is today – we pass the signed document together with its signing history to your personnel documentation via API or export. The digital personnel file is a separate area of the Gamfi platform, and only comes into play once you decide to move it over.
Can we get this done before day one when we're hiring dozens of people at once?
You assign the set of documents to the whole group in one action, and reminders about missing items go out on their own, by email and text message. HR doesn't have to chase every person individually – they see who still has something outstanding and only act there.
What does the price depend on?
Several factors affect the price: the number of participants, the scope of modules and the scale of the rollout. We're happy to go through the details in a meeting and in further contact.
For your IT team
The short answer for your security and integrations team.
- ISO/IEC 27001:2022 – the certificate's scope covers onboarding processes and employee experience
- An event trail for every document, role-based access control, data held in the EU
- We set up the handover of documents and data to your systems as part of the rollout; to start with, import from a file
- Company single sign-on (SSO) and automated account provisioning (SCIM)